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(View) Customers

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The Order Manager builds and maintains a customer list as new orders are imported from a shopping cart or orders are entered manually. The View Customers screen provides an interface to manage the data associated with each customer.

It is also possible to import customer information from a text file, and tailor the way that the program attempts to match new customer information, on incoming orders or customer records, to existing customer records when using the Customer Matching feature. Both of these topics are outside the scope of this article. Please refer to the links provided for more details about each one.   

The View Customers screen can be accessed from:

Figure 1: View Customers screen

Description of the View Customers Screen

Orders and Transactions Tab

Figure 2: View Customers screen: Orders and Transactions Tab

Notes Tab

Custom Fields Tab

Figure 3: View Customers screen - Custom Fields Tab

Web Data Tab

Figure 4: View Customers screen - Web Data Tab

Quotes Tab

Figure 5: View Customers screen - Quotes Tab

Appendix A: Specific Examples of using the "Action" Buttons at the Top of the View Customers Screen

Apply Payment

The [Apply Payment] button allows the user to enter a payment and apply it to multiple orders from the current customer with outstanding balances due. This function is primarily for use when accepting payment by check for multiple orders.


  1. Open the customer record from whom the payment is being received.

  1. Click the [Apply Payment] button.

  1. In the Amount of Payment field at the top, left corner of the screen, enter the amount received. Select the Payment Method and if payment is by check, enter the Check #.

Figure 8: Apply Payment to Multiple Orders screen

  1. Click [Allocate Amounts] to apply payment to the Amount (Amt.) Due. The Order Manager will apply payment to the oldest orders first, working up to the newest orders. If there is a credit (i.e., payment was greater than amount due), it will be applied to the most recent order.

  1. Click [Save Payments].

Print Statement

The [Print Statement] button allows customer statements (unpaid orders) or customer history statements (paid orders) to be printed.

The default report setting for the [Print Statement] button is Customer Statement. The system parameter, CustomerStatementTemplate, controls which type of statement is active.


To switch the type of statement to be printed:

  1. Go to Main Menu > [Maintenance Menu] > [Set System Parameters] > [Parameter Group]> [Reports].

  2. Select [CustomerStatementTemplate].

  3. From the drop-down list, select [Customer History] or [Customer Statement].

  4. Click [Save].


To print a statement:

  1. Click [Print Statement].

Figure 9: View Customers screen - Print Statement button


  1. The Customer Statement Filter screen will open. Enter the time frame for which orders should be included in the statement(s). Use the buttons provided, or type specific dates in the Start and End fields. Click the [All] button to have every order that the customer has ever placed listed on their statement; or, if All Statements is selected in the lower portion of the screen a statement for all orders for every customer in the system will be printed.

Figure 10: Customer Statement Filter screen

  1. In the Which statements do you want to print? section of the screen, use the Statement for this Customer drop-down list to choose a specific customer for whom a statement should be printed, or check the [All Statements] box to print all customer statements for the specified time period.

  2. Click [Print Report]. A preview window allows the report to be previewed or cancelled prior to it being printed.

Search for Customers

This section of the article applies to the Search for Customers screen that is accessible from the View Customers screen.

For information about available Quick Search functions, see the Knowledge Base article, Keyboard Shortcuts and Useful Functions.


  1. On the View Customers screen, click [Search].

  2. The Search for Customers screen opens:

Figure 11: Search for Customers (Customer Filter) screen

  1. Only one of the fields marked with an asterisk (*) can have search criteria specified for it in a given search; you cannot specify data in more than one of these fields at a time and it is not possible to use a "wildcard" in these fields.

  2. All of the other fields are able to use "wildcard" search criteria. If you wish, you can enter only the first few letters or numbers of a value that you expect to find in that field. The program will search through all customer records to find those with values in the same field that begin with those characters. For example, if you enter "Rob" in the First Name field, the program will return a list of customers who first names are "Rob", "Robin", "Robert" and so on.

  3. If you enter criteria in more than one of the fields not marked by an asterisk, the program will search for customer records that match the combination of all of the criteria that was entered.

If you want to search on phone numbers without any formatting, set one of the CustomerSearchField2-4 system parameters (in the Program group) to Phone - No Formatting. The program will then remove all non-numeric characters from the customer phone number and store it in another field in the customer record. From then on, the program will search that alternate field for the customer phone numbers. As new customer records are created, the program will create similar entries for the phone numbers that may be entered with formatting. For example, when the system parameter has been set to Phone - No Formatting, the program will take a phone number, such as (610) 994-3699 that is entered in the visible phone number field on the customer record, and store it in an alternate, non-visible field in the customer's record as 6109943699. When performing a search, enter the phone number as 6109943699 and the program will display the matching customer record, where the phone number will still be displayed as (610) 994-3699.

  1. You can search for customers who purchased a particular product by entering the product’s SKU in the Purchased this item: text box, one of three ways:

    1. Click [Show All] to see a list of all SKUs that exist in the Order Manager. Then select a SKU from the list and click [Begin Search].

    2. Click on a button labeled with the letters of the alphabet to see all SKUs that start with the chosen letter. Select a SKU from the resulting list and then click [Begin Search].

    3. Click the # (pound) button to see all SKUs in the Order Manager that begin with a number. Select a SKU from the list and click [Begin Search].

The search can be aborted at any time by clicking [Cancel].

  1. When the search is complete, the program returns to the View Customers screen, where the matching records will be displayed.

    1. If the search was unsuccessful, you will see a message box stating that no customers were found.

    2. If the search was successful, you will see a count of the records returned in the bottom left-hand corner of the screen. Use the navigational arrows to scroll through the matching customer records.

  2. To remove the filter and view all customer records:  

    1. Click [Search] on the View Customers screen. Then click [Begin Search] on the Search for Customers screen without entering any search criteria.

    2. OR close and re-open the View Customers screen.

Add a Customer

  1. Click [Add]. A blank customer record appears. Enter the customer's information in the appropriate fields.

Figure 12: View Customers Screen opened for data entry

  1. Click [Save] to retain the data entered into the new customer record.

  2. Clicking [Cancel] prior to the [Save] button will return you to the View Customers screen without saving any information that was entered.

Edit Customer Information

  1. Open the customer record that needs to be changed.

  2. Click [Edit].

  3. Make the necessary changes to the customer's information.

  4. Click [Save] to return to the View Customers screen. The changes made will now be displayed.

  5. Clicking [Cancel] prior to the [Save] button will cause the program to exit the View Customers screen without saving any changes.


Delete Customer Records

  1. Navigate to the customer record. Use the navigation arrows in the lower left-hand corner of the screen or click [Search] in the upper right-hand corner of the screen. For information about searching, see Search for Customers.

  2. Click [Delete].

  3. You will see a message box stating "Customer deleted!" Click [OK].

Note: The program will not allow the user to delete a customer record that is linked to an order.


Related Topics


Updated: 1/13/12


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