How to Create and Edit a Customer

This guide explains how to create a new customer record in PAX, update an existing customer, and manage related information such as addresses, contacts, payment terms, and CRM-linked activities.

1. Accessing the Customers Module

From the PAX dashboard:

• Navigate to Customers.
• A full table of your customer base will appear.
• Use the search bar or filters to locate existing customers, or proceed to create a new one.

2. Creating a New Customer

Click Add Customer to open the customer creation form.

2.1 Customer Code

• Must be a unique identifier.
• Many users base it on the company name (e.g., Tech Industries Corp → TIC001).
• Customers can reference this code when placing orders for faster lookup.

2.2 Basic Information

Enter the customer's:

• Email
• Phone number
• Website

2.3 Classification

These fields help segment your customer base for reporting and CRM:

• Customer Type (e.g., private practice, hospital, government)
• Assigned Salesperson
• Company Size (e.g., number of employees or doctors)
• Pricing Tier (e.g., MSRP, Tier 1, Tier 2)

2.4 Financial & Shipping Settings

Configure:

• Payment Terms (e.g., Net 30, Net 60, Due Upon Receipt, Prepayment)
• Preferred Shipping Method (e.g., FedEx Ground, customer account number)
• Credit Limit (optional; prevents shipping if outstanding balance exceeds limit)
• Tax Exempt Number (if applicable)

Once all fields are complete, click Create. The new customer will now appear in the customer table.

3. Editing an Existing Customer

To update a customer:

• Locate them in the Customers table.
• Click to open their profile.
• Edit any of the fields in the top section (basic info, pricing tier, terms, etc.).

3.1 Company Notes

Use this section for general notes that help your team work with the customer, such as:

• Preferred communication style
• Special shipping instructions
• Personal preferences (e.g., "Goes by John instead of Johnny")

4. Managing Customer Addresses

Customers can have multiple billing and shipping addresses.

4.1 Adding an Address

• Click Add Address.
• Choose Billing, Shipping, or both.
• Enter the address details.
• Mark one address as the Primary Billing and one as the Primary Shipping.

There is no limit to how many addresses you can store.

4.2 Selecting an Address on a Sales Order

When creating a sales order:

• A dropdown will display all addresses for that customer.
• You may override the primary address and select any alternate address.

5. Managing Customer Contacts

Each customer can have multiple contacts, such as:

• Buyers
• Assistants
• Doctors
• Purchasing managers

To add a contact:

• Click Add Contact.
• Enter name, role, email, and phone.
• Mark one contact as the Primary Contact if desired.

6. CRM-Linked Features

Customer profiles include:

• Selling Opportunities
• Activities

These integrate with the PAX CRM system. (See the CRM video guide series for more details.)

7. Frequently Asked Questions

1. Can I have multiple billing and shipping addresses for one customer?

Yes. You can add unlimited addresses. You must designate one Primary Billing and one Primary Shipping address.

2. What do payment terms mean and how do they affect my business?

Payment terms define when the customer must pay after an invoice is issued.

Common examples:

These terms directly affect cash flow and credit management.

3. Can I change a customer's information after creating a sales order?

Yes. You can edit customer details at any time.

However:

• Historical invoices retain the original address used at the time of invoicing.
• This preserves accurate historical records.

All other customer details can be freely updated.