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 a sale, navigate to the Sell screen > 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 customer.

To add customer information:

1. In the Contact information tab, enter the customer’s first and last name, company name, email address, and phone number. Select a customer group if applicable, and click the checkboxes for marketing SMS messages and promotional emails if the customer agrees to receive them.

   

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

   

3. Click the Additional information tab to enter information about the customer’s gender, date of birth, website, and social media, as well as any notes.

   • Under Additional contact information, you can add additional phone numbers and email addresses, as well as any messaging accounts, social media profiles, websites, or other links. Click + Add additional contact info to create new entries.

   

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

   

5. Click Add 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.

Customer code (customer_code) cannot be updated via spreadsheet imports. Attempting to do so will create a duplicate customer entry. To update customer codes, you’ll need to edit each customer individually in Retail POS.

Transferring your customer list

1. Navigate to Customers > Customers.

2. Click Import customers.

   

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

   

4. Download the template to your computer.
5. Open your other system and export your customers into a CSV file.
6. Open the template you downloaded from Retail POS.
7. Copy the data from your current customer file into the Retail POS customer CSV export file.

Updating your existing customer list

1. Navigate to Customers > Customers.

2. Filter your customers, if required, and click Export list.

   

3. Edit your customer information as required.

Importing the customer list into Retail POS

Once you’ve transferred or updated 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 into the Upload a spreadsheet field or click Select file to upload to browse for the file.

   

   Ensure that your upload is a CSV or XLSX file.

4. Once you’ve uploaded the file, Retail POS will perform an error check. 

Fixing upload errors

If any errors are detected during the file upload, you’ll be redirected to an error page. From this page, you can review the cause of each conflict and download new versions of your spreadsheet that include 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 conflicts is recommended.

Once you’ve made the required changes, remove the Issue column from the spreadsheet file, then re-upload the file by either dragging and dropping it into the Upload your new file field or clicking Select 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’s default currency to be imported. If your current loyalty is in another unit (like points), choose Loyalty balances are not in [currency], 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 the upload from completing successfully, you’ll need to 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 dialog box, use the different tabs to update the customer’s information as required.
4. Once complete, click Save changes.

Deleting customers

Customers who have unfulfilled sales, pending service sales, or unpaid balances (layaway or On account) 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 on the entry to expand it.

3. Click Delete.

   

4. Confirm that 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 the deletion.

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 the deletion.

What’s next?