Overview
The Customer Details screen is the main place where you set up and maintain a customer in QBM. A good customer record helps sales, invoicing, receipts, statements, pricing, VAT, and follow-up work stay accurate.
Main purposeCreate and maintain the customer master record used across sales documents and reports.
Important areasGeneral details, financial settings, pricing, tax, addresses, custom fields, and attachments.
Business valueBetter customer history, cleaner invoices, and more reliable credit and tax handling.
Where To Find It
Common Path: Customers > Customer List > New or Open Customer Details
You may also reach the same record from related screens such as Customer Center, sales documents, or lookup lists.
Note: Some companies enable additional tabs such as schedules, activities, loyalty, or advanced identification details. The exact set of tabs can vary by edition and enabled modules.
How Customer Records Work
Each customer has one main master record. That record can hold contact details, addresses, sales settings, payment rules, tax information, pricing behavior, and customer history. When a user selects the customer on a sales document, QBM can use that stored information automatically.
- Customer name and company details help identify the record correctly.
- Financial settings affect terms, currency, payment behavior, and accounts receivable control.
- Pricing settings influence how item prices are chosen when the customer is used on a sale.
- Addresses can be stored separately for billing, shipping, and other communication needs.
- Custom fields and documents support company-specific information and attachments.
Tabs And Main Areas
| Area | What It Is Used For |
|---|---|
| General Details | Main customer identity, status, group, company name, notes, and general control options. |
| Financial And Pricing | Currency, terms, payment method, receivable account, credit settings, opening balance, and pricing behavior. |
| Addresses | Primary, billing, shipping, and additional addresses plus contact details for each address. |
| Custom Fields | Company-specific extra information that your business wants to store for customers. |
| Documents | Attachments such as contracts, forms, approvals, or supporting files linked to the customer. |
| Schedules Or Activities | Available in some editions for reminders, follow-up work, or recurring tasks linked to the customer. |
Important Fields
| Field | What It Means | When To Use It |
|---|---|---|
| Name | The main customer name shown in lists and lookups. | Use a clear business name that users can find quickly. |
| Company Name / Full Name | Extra identity fields for legal name or fuller customer details. | Useful when the short lookup name is different from the legal or printed name. |
| Customer Group | Classifies the customer into a business group. | Use for reporting, filtering, or company-specific segmentation. |
| Customer Since | The date the relationship started. | Useful for history and reporting. |
| Inactive | Marks the customer as no longer active for normal use. | Use when the customer should not be selected for new work, while keeping history. |
| Cash Customer | Identifies a customer that normally works on immediate payment rather than open credit. | Use for walk-in or cash-only customer behavior if your process requires it. |
| Customer Is Also A Vendor | Shows that the same business also exists in vendor-related processes. | Use only when that relationship is genuine and controlled by your accounting process. |
| Currency | The main trading currency for the customer. | Set this when the customer normally buys in a specific currency. |
| Terms | The default payment terms for invoices. | Use when the customer has agreed credit days or discount terms. |
| Payment Method | The usual payment method linked to this customer. | Helpful when one payment approach is used regularly. |
| A/R Account | The accounts receivable account used for this customer. | Usually set according to your accounting structure. |
| Credit Amount | The allowed credit amount or credit control limit for the customer. | Use when finance wants to control how much the customer may owe. |
| Balance | The current balance on the customer record. | Review it for information. It is not normally a manual setup field. |
| Opening Balance And As Of Date | Starting outstanding balance carried into QBM during go-live or migration. | Use only when you are bringing forward an existing balance from an earlier system. |
| Salesperson Or Employee | The responsible employee or account owner for the customer. | Useful for follow-up, ownership, and reporting. |
| Price Type | Controls how the customer's selling price should be chosen. | Use normal, minimum, market, or price level according to your pricing policy. |
| Price Level | Applies a defined price level when the customer's price type uses one. | Use after the price level is already created in the pricing setup. |
| Preferred Item Category | Optional product preference classification. | Use when your business tracks preferred product ranges for the customer. |
| Tax Code | The default tax treatment used for customer transactions. | Review carefully so invoices calculate tax correctly. |
| TRN | The customer's tax registration number. | Important when the customer is registered and the number should appear on documents. |
| Name On Check | The printed name format used where cheque naming matters. | Use only if your company needs a different cheque payee name. |
| Notes | Internal notes about the customer. | Use for useful background information that supports future work. |
Address Book And Defaults
QBM supports a main address area and additional addresses. This helps when the customer has separate billing, shipping, branch, or contact-office details.
| Address Control | Purpose |
|---|---|
| Primary Address | The main address normally used as the default customer contact address. |
| Default Billing | The address QBM should prefer for invoices and billing documents. |
| Default Shipping | The address QBM should prefer when the customer receives goods at a specific location. |
| Show In Documents | Controls whether the selected address information is used on printed or emailed documents. |
| Address Printing Format | Lets you shape how the address is formatted when shown on customer documents. |
| Phone, Mobile, WhatsApp, Email, Website | Contact information used for communication and quick follow-up. |
| Auto Fill Address | Helps populate address details more quickly where the feature is available. |
Tip: Keep one clear billing default and one clear shipping default. That reduces corrections later when users create invoices, receipts, or delivery-related documents.
Recommended Workflow
- Create the customer and enter a clear lookup name, legal or full name, and group.
- Set the main financial defaults such as currency, terms, payment method, and receivable account.
- Review credit amount, tax code, TRN, and pricing behavior before the customer is used in live sales.
- Add the main address and any additional billing or shipping addresses. Mark the correct defaults.
- Attach documents or complete custom fields if your business needs extra setup before go-live.
- Save the customer, then test it on a sales document to confirm pricing, tax, and address behavior.
- If you are migrating from another system, enter the opening balance only once and verify the opening date carefully.
Best Practice
Best practice: Decide on a clear customer naming standard before entering large numbers of customers. Consistent naming makes searches, statements, and support work much easier.
Important: Opening balances should be entered carefully and usually only during migration or controlled correction work. If your team is unsure, review the opening balance process with finance before saving.
- Use inactive status instead of deleting old customers when historical reporting matters.
- Keep tax and TRN information current so invoices stay compliant.
- Review pricing type before live selling, especially when price levels are used.
- Use documents and custom fields only for useful business information, not for duplicate notes already stored elsewhere.