How to add a customer in UpeoRetail
Putting a customer on file in UpeoRetail lets you sell to them on credit, see what they have spent over time, and send them invoices. Passing trade does not need a file. Anyone you will serve again, chase for money, or invoice properly does.
When to add a customer
Add them if they buy regularly, might buy on credit, need a tax invoice with their KRA PIN, or you want to see their history.
Do not bother for one-off cash customers. Leave the sale as Walk-in. A customer list full of one-time names is harder to search and tells you nothing.
Steps
At the till, mid-sale
- On the Sell screen, type the customer's name into the Customer box.
- When they do not come up, choose to create them.
- Fill in their details and carry on with the sale.
This is the quickest way, and the one you will use most.
From the Customers screen
- From the Catalog menu choose Customers. The screen describes itself as Directory with lifetime spend, invoices and outstanding balances.
- Add a new customer.
- Fill in their details and save.
What to fill in
| Field | Why it matters |
|---|---|
| Name | How you will recognise them |
| Phone | How you will find them, and how invoices reach them on WhatsApp |
| KRA PIN | Needed on tax invoices for business customers claiming VAT |
| Group | Lets you price or report on a type of customer |
The phone number matters more than anything else. Two customers called John Mwangi are told apart by phone number, and a credit customer with no phone number is very hard to chase.
Finding a customer later
Open Customers and search with Name, phone, email, tax ID…
The list shows Last purchase, Lifetime spend, Invoices and Outstanding. You can filter by balance to see only those who owe you.
What good looks like
- The customer comes up when you type their name or phone at the till.
- Their Lifetime spend grows as they buy.
- Outstanding is right, and matches what they think they owe.
If something goes wrong
You cannot find them. Try their phone number rather than their name. Names get spelled differently.
There are two of the same customer. Their history is now split. Use one from now on and ask whoever runs your system to merge them.
They need a tax invoice but have no PIN on file. Add it to their record, and enter it under Customer KRA PIN on the sale.
They should not be used any more. Mark them Disabled rather than deleting them, so their history is kept.
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