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Every person or organisation that buys from your store can be recorded as a Customer in Bizaxl. For a medical retail business, customer records serve multiple purposes: tracking purchase history for repeat prescriptions, managing credit limits for institutional buyers, and running loyalty programmes for regular customers.
Customer list view showing customer name, customer type, customer group, territory, and outstanding amount

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Who Uses This Feature

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Creating a New Customer

  1. Go to Selling workspace → Customer → New (or search “Customer”)
  2. Enter the Customer Name
  3. Select Customer Type (Individual or Company/Institution)
  4. Select Customer Group (e.g. Walk-in, Hospitals, Clinics, Wholesale)
  5. Enter Territory (the geographic area - e.g. South Delhi, Mumbai)
  6. Save
For institutional customers (hospitals, clinics), also fill in:
  • Tax ID / GSTIN - for B2B invoices and input tax credit
  • Credit Limit - maximum outstanding balance allowed
Customer form showing customer name, type, group, GSTIN field, and credit limit table

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Field Guide

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Customer Addresses and Contacts

For institutional customers, add their delivery and billing addresses:
  1. On the customer form, click the Address and Contacts section
  2. Click New Address - enter the full address
  3. Set Address Type (Billing, Shipping, or both)
  4. Save
Addresses appear on Sales Invoices and Delivery Notes automatically when the customer is selected.

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Viewing Purchase History

From any customer record, you can see:
  • All Sales Invoices raised for this customer (click the links in the connections panel)
  • All POS Invoices (for walk-in counter transactions)
  • Outstanding balance (unpaid invoices)
  • Total lifetime purchase value
Use the Customer-wise Sales report for a summarised view of sales per customer over a date range.

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Credit Limits for Institutional Buyers

For hospitals, clinics, or wholesale customers buying on credit:
  1. On the Customer form, scroll to Credit Limit Details
  2. Click Add Row
  3. Select your Company
  4. Enter the Credit Limit (maximum outstanding amount allowed)
  5. Save
When a Sales Invoice is raised and the customer’s outstanding balance would exceed this limit, the system shows a warning. The accounts team can override if needed.

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Loyalty Programme

If your store runs a loyalty points programme for retail customers:
  1. Create a Loyalty Programme (under Selling → Loyalty Programme)
  2. On the Customer form, assign the programme in the Loyalty Programme field
  3. When a POS Invoice is raised for this customer, points are earned automatically based on the purchase amount
  4. Points can be redeemed against future purchases at the POS counter

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Disabling a Customer

If a customer no longer buys from you, or their account needs to be blocked:
  • Tick Disabled on the customer form
  • A disabled customer will not appear in transaction searches
  • Their historical records remain intact for reporting

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Best Practices

  • Register institutional buyers before their first purchase. Setting up the customer record in advance - with GSTIN, address, and credit limit - prevents delays when raising the first invoice.
  • Use Customer Groups consistently. Groups like “Hospitals”, “Clinics”, “Retail”, “Wholesale” let you filter reports and apply different price lists.
  • Keep GSTIN updated. An outdated or missing GSTIN causes GST reconciliation failures for institutional customers.
  • Set realistic credit limits. An unlimited credit limit defeats the purpose of credit control. Set a limit that reflects your risk tolerance and the customer’s payment history.
  • Add mobile number and email. These are used for sending digital receipts and can be used for payment reminders.

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Common Mistakes

  • Using the same customer record for multiple branches of an institution. Each buying entity (branch or cost centre) should ideally be a separate customer record to track their individual outstanding balances.
  • Not entering GSTIN for institutional customers. This blocks input tax credit for the customer and causes GSTR reconciliation mismatches.
  • Leaving credit limits blank for institutional buyers. No credit limit = no system controls on overdue accounts.