> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Customer Management
> How to create and manage customer records, track purchase history, and manage credit in Bizaxl Medical Retail.
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.
***
## Who Uses This Feature
| Role | What They Do Here |
| ------------------ | --------------------------------------------------- |
| **Counter Staff** | Looks up customers at the POS; adds new customers |
| **Store Manager** | Manages credit limits; reviews purchase history |
| **Accounts Staff** | Tracks outstanding balances; follows up on payments |
***
## 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
***
## Field Guide
| Field | What to Enter | Required? |
| --------------------- | ------------------------------------------------------------------ | --------- |
| **Customer Name** | Full name (individual or institution name) | Yes |
| **Customer Type** | Individual (person) or Company (institution/business) | Yes |
| **Customer Group** | The category this customer belongs to | Yes |
| **Territory** | Geographic area | Yes |
| **Tax ID** | GSTIN for registered businesses; PAN for individuals if applicable | No |
| **Mobile Number** | Primary contact number | No |
| **Email** | Email address for digital bills and communication | No |
| **Loyalty Programme** | Assign to a loyalty programme if your store runs one | No |
| **Credit Limit** | Maximum credit allowed - add in the Credit Limit table by company | No |
| **Disabled** | Tick to deactivate a customer without deleting their history | No |
***
## 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.
***
## 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.
***
## 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.
***
## 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
***
## 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
***
## 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.
***
## 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.
***
## Related Features
* [Sales Invoice](/retail/medical-retail/sales-invoice) - billing customers
* [Point of Sale](/retail/medical-retail/point-of-sale) - walk-in customer billing
* [Payment Entry](/retail/medical-retail/payment-entry) - collecting customer payments
* [Reports & Monitoring](/retail/medical-retail/reports-overview) - Customer-wise Sales, Accounts Receivable