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Adding customers in Retail POS (X-Series)

Having your customer's information easily accessible when selling is important. 

There are three ways to create new customers within Retail POS:
1. Adding new customers within a sale
2. Adding customers individually
3. Importing customers in bulk

Use the following drop-downs for the method that best suits your business.

Adding new customers within a sale

The first time you encounter a new customer is often during a sale, which is why in Retail POS, you can add and save a new customer for future use without having to exit the active sale. To add a new customer within a sale, follow the steps below:

1. In the Customer search box, type the customer's name, phone number, email, company or customer code.


2. A drop-down will show any pre-existing matching customers. You can keep typing more letters until the results are filtered enough to find your customer.

3. If your customer is not found, you can add the customer without leaving the sale screen. Click Add "x" as a new customer and a dialog box will open where you can input the customer's details.


4. Here you can add First name and Last name, as well as Email, Contact number, and Customer group (if your store admin has set one up).


5. To add further details, including Company name, Website, and Postal address, click the Details tab.


6. Complete the desired fields, and click Create new customer to finish and proceed with the sale as normal.


Adding customers individually

We know that you may already have an existing customer base ready to add to your Retail POS store. You don't need to wait until making a sale to add these into Retail POS. The Customers screen is a great way to add and maintain your customers.

Here you can add customers individually using the Retail POS built-in function. To begin, navigate to Customers > Customers

1. Click the Add customer button.


2. In the dialogue box that opens, you can enter the new customer's First name and Last name, as well as Email, Contact number, and Customer group (if your store admin has set one up). 


3. To add further details, such as Company name, Website, and a Postal address, click the Details tab.


4. Complete the desired fields and click Create new customer to finish.

Importing customers in bulk

Customers can easily be transferred from an existing system such as MYOB, Outlook, or SharePoint by importing them as a CSV, XLX, or XLXS file.


Formatting your customer list for Retail POS to read

1. To start, navigate to Customers > Customers.

2. Export your customer list as a CSV by clicking Export list within the Customers screen.


3. Open your current MYOB, Outlook, SharePoint, or your other system, and export your customers as an Excel spreadsheet or CSV file.


4. Copy the data from your old customer file (that you exported from Outlook or MYOB) into the Retail POS customer CSV export file ("First Name" > first_name, "Last Name" > last_name, for example)


Some of these customer fields are generated by sales activity in Retail POS and cannot be 'imported' through the file, including YTD Balance and Loyalty Points.

Importing the customer list into Retail POS

Once you have created your Retail POS customer, you'll need to import it into your store.

Don't worry, Retail POS's spreadsheet checker will look for some of the most common import errors in your file before it imports into your store. It will check for any formatting issues or errors such as column headings and mandatory fields and let you know what needs tweaking.

1. Navigate to Customers > Customers.

2. Click Import customers.

3. On the Import customers page, upload the file by either dragging and dropping it, or click Choose a file to upload to search for and add the file.


4. Once you have attached the file, Retail POS will immediately perform an error check. If the validation is successful, skip to step 6. If Retail POS detects any errors, you will be taken to the error screen below. 


5. Here you'll be able to review the cause of this error and download a new version of your spreadsheet that includes notes of what to fix. 


6. Once you've made the required changes, remove the error notes from the CSV and reimport the file by either dragging and dropping it into the window or browsing for files again. 


7. Once successful, the file should successfully be updated and your complete customer list uploaded in bulk.


If you run into any issues, it's alright! Try the below tips to get back on track.


You may receive warnings before importing. If your .csv file contains an incorrectly formatted date of birth, for example, you may receive a warning message.

If you receive a warning message you can still proceed with the import but we recommend you make a note of the warnings you receive and fix them if necessary.


 Please use commas to separate values

The contents of the file you have tried to import may not be separated correctly. The best way to fix this up is to export an existing customer from Retail POS as a .csv and make sure you are following the same format in your new .csv as you did at the start of this process.

If you are still unable to upload the file correctly, get in touch with us here.

 Please upload a valid file

If you see the screen below, the file type you have tried to import may either be incorrect or corrupt. Double-check that this file is a .csv, .xlsx or .xls file and reimport it.

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