Adding a new customer

In Retail POS, you can add and save a new customer for future use directly during a sale or from the Customers page.

To add a new customer during the sale, navigate to Sell > Sell and type the customer's name in the Add a customer search box.

To add a customer from the Customers page, navigate to Customers > Customers and click Add a customer.

To add customer information:

1. In the Contact tab, enter the customer's first and last name, email address, phone number, add a customer group if applicable, and click the toggles for SMS marketing and promotional emails if the customer agrees to receive these.

   

2. Click the Addresses tab to add the customer's shipping and billing address. Click the checkbox beside Billing address matches shipping address if they are the same.

   

3. Click the Additional information tab to enter information about the customer's company name, gender, date of birth, website and social media information, and any notes.

   

4. Click Customer settings to set On account limits, enable Loyalty, and set a custom tax rate if required.

   

5. Click Create new customer.

Adding and updating customers in bulk

Customers can be transferred from an existing system, such as MYOB, Outlook, or SharePoint by importing them using a spreadsheet file. You can also export your current customers list to update entries in bulk.

Formatting your customer list for Retail POS

1. Navigate to Customers > Customers.

2. If you are transferring from another system, click Import customers.

   

3. In the banner, click Need help? > Download a template to get you started.

   

4. If you are exporting your current customer list to edit, filter customers as required then click Export list.

   

5. Download the template to your computer.
6. Open your other system, if applicable, and export your customers as a CSV file.
7. Open the template you downloaded from Retail POS.

8. Copy the data from your current customer file into the Retail POS customer CSV export file or edit your customer information.

   Customer code (customer_code) cannot be updated via spreadsheet imports and will create a duplicate customer. To update customer codes, you must edit the customer(s) individually in Retail POS.

Importing the customer list into Retail POS

Once you've transferred all the necessary information to your Retail POS customer spreadsheet, you'll need to import it into your Retail POS customer database.

1. Navigate to Customers > Customers.

2. Click Import customers.

   

3. Drag and drop the file or click Select a file to upload to search for and add the file.

   Ensure your upload is a CSV or XLSX file.

4. Once you've attached the file, Retail POS will perform an error check. 

Fixing upload errors

If any errors are detected during the file upload, you will be redirected to an error screen. Here you can review the cause of the conflicts and download new versions of your spreadsheet that includes notes on what to fix. Click Export list of conflicts to download a spreadsheet with notes on what to fix, or click Continue anyway to import the spreadsheet as-is. Depending on the issue, you may not be able to upload the spreadsheet so correcting these issues is recommended.

Once you've made the required changes, remove the Issue column from the spreadsheet file and reimport the file by either dragging it into the window or browsing for the file.

Spreadsheet conflict list with options to export the list, continue anyway, and to select a new file to upload.

Mapping spreadsheet columns

After you've uploaded your spreadsheet, you can map columns from the file to the relevant Retail POS field. Any fields that aren't mapped will show an Unmapped flag. Choose which column to map to in the dropdown.

Once you've mapped all the columns, click Next.

Converting Loyalty balances

You can upload Loyalty balances from another system if required. Loyalty balances must be in your store default currency to be imported. If your current loyalty is in another unit like points, choose Loyalty balances are not in [x], and set the conversion value for your loyalty units. Then click Next.

Importing the file

If there are any issues with your spreadsheet file that prevent upload, you must correct them and re-upload the file to continue.

When your file is ready for upload, click Import customers.

Updating customer information on the Customers page

1. Navigate to Customers > Customers.

2. Locate the customer you want to update, click to expand, and click Edit customer.

   

3. In the Edit customer dialogue box, use the Contact and Details tabs to update the customer's information as required.
4. Once complete, click Save changes.

Deleting customers

Customers with unfulfilled or service sales pending, or layaway or On account balance owing can't be deleted until all sales are completed and all outstanding balances are paid.

Deleting a single customer

1. Navigate to Customers > Customers.
2. Locate the customer you want to delete and click the arrow to expand the details.

3. Click Delete.

   

4. Confirm you want to delete the customer and click Delete.

All information associated with this customer, including sales history and reports, will display as Anonymous customer after deleting.

Deleting customers in bulk on the Customers page

If you need to delete many customers at the same time, you can do so using bulk actions on the Customers page:

1. Navigate to Customers > Customers.
2. Locate the customers you want to delete and check the boxes next to their names.

3. Click Choose an action > Delete customers.

   

4. Confirm you want to delete the customers and click Delete.

All information associated with the customers, including sales history and reports, will display as Anonymous customer after deleting.

What's next?