A customer is an organization or person with whom business is conducted.
Each business document (quotation, reservation, order or invoice) is linked to a customer. Customers can be assigned contact persons, so that these persons become responsible for the lease of items.
A customer card contains a lot of information, both standard information that is important for business activities, as well as financial and VAT data.
Exactly what data do you use from a customer? Which data is relevant to store, and which is not. It is important to check whether other software is used for customer management. If you use financial software, chances are that customers must be created in this system. A customer or a debtor number is then already known. To avoid problems, it is important to keep the numbering of customers in RentMagic equal to the numbering in the other system.
Depending on your organisation, a customer can be an organisation or a private person.
Tip
In some cases RentMagic is used alongside another CRM package in which customers are managed. This might affect the proper functioning, e.g. adding or changing a client. Please inform your administrator or partner how this is set up in your environment.
Open client overview
To open the overview of your clients within RentMagic:
- From the main menu, navigate to Relations > Basic Data > Customers.
The overview of the customers will now open.
- Use the filter to search for a specific customer using a keyword.
Tip
In some cases RentMagic is used alongside another CRM package in which customers are managed. This might affect the proper functioning, e.g. adding or changing a client. Please inform your administrator or partner how this is set up in your environment.
Sometimes customers are created automatically through the link with the other system. At that time, you do not need to take into account the creation of the customers. Of course, it is important to change certain information on the customer card so that business activities run optimally. For example, think about setting prices, specific customer prices, and filling dimensions. After all, not all information will come from a financial system, for example.
New Customer
To create a new customer:
- From the overview, click New in the action bar.
The details form for creating a new customer is displayed. This information corresponds to the General tab for an existing customer.
- Please fill in all fields as completely as possible. See the General tab for more information about the fields.
- In the action bar, click Save. The remaining tabs will also be displayed next. Go through all of them to make the customer's information as accurate as possible. In each tab, you can open the manual separately.
Modify Customer
To change an existing customer:
- Use the filter to search for a specific customer using a keyword.
- Double-click the respective customer in the overview.
The General tab opens containing the form for the selected customer.
- Select the appropriate tab where you want to make changes.
- Adjust the fields you want to change and check the other information.
- In the action bar, click Save to save the data. The data is active immediately.
Please note that business documents already created, such as quotations, orders and invoices, still contain the data from before the change. After all, this information is historical, which means that it cannot be changed just like that. Only with new business documents will the new customer data be used.
Delete customer
If a customer is not used for a longer period of time, it is possible to delete it. However, keep in mind that also all business documents linked to this customer will have to be deleted first. This is due to the fact that customer information is tax information that you cannot simply delete. Also, think carefully about this before taking this action.
To delete a customer:
- Use the filter to search for a specific customer using a keyword.
- Select the customer from the list.
- Click Delete in the action bar.
- Confirm the notification.
The customer is immediately removed from the system.
- Close or refresh any modules or views that are still open.
Related items
There are related modules that may well be of interest to you.
Have you already created customer groups to make the right bookings and set conditions?