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Managing customer records

We know that maintaining accurate customer records is crucial for your business operations. This guide explains how to effectively manage your customer records within Zudello, whether you're creating them directly or syncing them from your ERP.

Best practices​

  • Review customer records regularly to ensure information is current
  • Make all changes to customer records in one system, either within Zudello or within your ERP
  • Use consistent naming conventions for customer codes
  • Consider inactivating rather than deleting dormant accounts to maintain accurate historical records
  • Verify all required fields are completed before saving

Understanding customer management​

The customers submodule allows you to manage all your customer records in one place. If you maintain customer records in an ERP, Zudello automatically fetches and syncs this information, letting you view everything you need without switching between systems.

Finding customers​

To locate specific customers quickly:

  1. Open the customers submodule.
  2. Use one of these search methods:
    • Type the customer's name or code in the search bar.
    • Filter by specific criteria.
    • Change your view layout.
    • Sort by different fields.

For help with filtering or sorting options, see Navigating Zudello.

Managing customer records​

Before making any customer changes, ensure that your business allows for the editing of customers within Zudello. If not, you must make changes directly within your ERP.

If you are unsure of your business's rules around maintaining customer records, please contact your organisation administrator.

Viewing customer details​

To view a customer's information:

  1. Find the customer using search or filters.
  2. Click the customer record to open it.
  3. Review available information, which may include:
    • Legal name, trading name, and account number
    • Billing information
    • Default coding settings
    • Chat history
    • Audit trail
    • Related attachments

Editing customer records​

To modify customer information:

  1. Open the customer record.
  2. Make your required changes.
  3. Click Save.

If your team fetches customer records from an ERP, the next sync overwrites any conflicting changes made in Zudello.

Creating new customers​

  1. Click New customer.
  2. Fill in all required fields.
  3. Click Save and submit.

Important notes:

  • The system alerts you if required fields are missing.
  • Depending on your organisation's settings, new customers may require approval.

Inactivating customers​

Instead of deleting customers you no longer work with, inactivate them to preserve historical records while removing them from active customer lists.

To inactivate a single customer:

  1. Open the customer record.
  2. Click the status name at the top left.
  3. Select Inactive.
  4. Click Save.

To inactivate multiple customers:

  1. Select the checkboxes next to relevant customers.
  2. Click Status in the bulk actions bar at the bottom of the screen.
  3. Select Inactive.

Additional features​

Default coding​

Configure customer default coding options to streamline transaction processing. For more information, see Customer default coding.

Dependencies​

View and manage customer dependencies by clicking the Dependencies tab. For more information, see Dependencies.

Chat function​

Use the chat feature to discuss customer-related changes. For more information, see Chat function.

Audit history​

Track changes to customer records through the audit history. For more information, see Viewing and downloading audit history.

Attachments​

Add and view related information in the related documents and related attachments sections. For more information, see Related documents and attachments.

Need help?​

Contact your organisation administrator or Zudello support for assistance with customer management.