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Customers

Customers

Lekha’s Customer Management module streamlines the way you handle client data—from onboarding to ongoing transactions. Easily create and classify customers as businesses or individuals, assign GST treatments, set payment terms, and record contact details, billing addresses, and opening balances—all from one intuitive interface.

By maintaining structured and searchable customer records, Lekha enables faster billing, personalized communication, and accurate financial reporting. Whether you’re managing a handful of clients or scaling to thousands, this system ensures your sales pipeline stays organized and audit-ready.

Creating a New Customer

Creating comprehensive customer records ensures smooth transactions and accurate financial reporting. The customer form is organized into logical sections for easy data entry.

Step 1: Access the Customers Section

  1. Navigate to Sales in the main menu
  2. Click on Customers from the submenu
  3. You’ll see the customers list page

Step 2: Add New Customer

  1. Click the "+ New" button
  2. A customer creation form will appear with multiple sections

Step 3: Basic Information

Display Name (Required)

  • Enter the customer’s display name (maximum 50 characters)
  • This name appears in transactions and reports
  • Examples: “John Smith”, “ABC Industries”, “Tech Solutions Ltd”

Customer Type (Required)

  • Select Individual for personal customers
  • Select Business for companies and organizations
  • This affects available fields and compliance requirements

Company Name (Optional)

  • Enter the customer’s company name (maximum 255 characters)
  • Required for business customers, optional for individuals
  • Examples: “Microsoft Corporation”, “Local Hardware Store”

GST Treatment (Required)

  • Select the appropriate GST classification:
    • Registered Business - Regular GST registered entity
    • Unregistered Business - Business without GST registration
    • Consumer - End consumer
    • Overseas - International customer
  • This determines tax calculations and compliance requirements

Udyam/MSME (Optional)

  • Toggle to enable if customer is MSME registered
  • Helpful for generating MSME-specific reports

Udyam/MSME Number (Required when MSME enabled)

  • Enter the MSME registration number (maximum 20 characters)
  • Required only when MSME toggle is enabled

Supply Place (Required for Indian suppliers)

  • Select the place of supply for GST purposes
  • Required when GST treatment requires Indian supplier classification
  • Affects tax calculations and compliance

GSTIN / UID (Required when applicable)

  • Enter GST identification number (maximum 20 characters)
  • Required when GST treatment requires GST IN
  • Format: 15-digit alphanumeric code

PAN (Optional)

  • Enter Permanent Account Number (maximum 10 characters)
  • Required when GST treatment requires PAN
  • Format: 10-character alphanumeric code

Currency (Required)

  • Select the transaction currency for this customer
  • Cannot be changed once customer is created and used in transactions
  • Affects all future transactions with this customer

Opening Balance (Optional - New customers only)

  • Enter the initial account balance
  • Positive for amounts customer owes you
  • Negative for amounts you owe the customer
  • Only available when creating new customers

Tax Preference (Required)

  • Select the tax preference:
    • Taxable - Subject to applicable taxes
    • Tax Exempt - Exempt from taxes
  • Affects tax calculations in transactions

Tax Exemption Reason (Required when tax exempt)

  • Select reason for tax exemption
  • Only appears when tax preference is “Tax Exempt”
  • Required for compliance and reporting

Payment Terms (Optional)

  • Select default payment terms for this customer
  • Examples: “Net 30”, “Due on Receipt”, “45 Days”
  • Used as default in invoices and orders

Step 4: Primary Contact Information

Salutation (Optional)

  • Enter contact person’s salutation (maximum 10 characters)
  • Examples: “Mr.”, “Ms.”, “Dr.”, “Prof.”

First Name (Optional)

  • Enter contact person’s first name (maximum 50 characters)
  • Primary contact for communication

Last Name (Optional)

  • Enter contact person’s last name (maximum 50 characters)
  • Completes the contact person’s name

Call Country Code (Optional)

  • Enter phone country code (maximum 5 characters)
  • Examples: “+1”, “+91”, “+44”

Phone Number (Optional)

  • Enter contact phone number (maximum 15 characters)
  • Primary phone number for communication

Email (Optional)

  • Enter contact email address (maximum 255 characters)
  • Used for sending invoices and communication

Step 5: Billing Address

Country (Optional)

  • Select the billing country
  • Used for tax calculations and compliance

Address Line 1 (Optional but recommended)

  • Enter primary address line (maximum 50 characters)
  • Street number and street name

Address Line 2 (Optional)

  • Enter secondary address line (maximum 50 characters)
  • Apartment, suite, or building details

Address Line 3 (Optional)

  • Enter tertiary address line (maximum 50 characters)
  • Additional address details if needed

City (Optional but recommended)

  • Enter billing city (maximum 50 characters)
  • City or town for billing address

State (Optional but recommended)

  • Select billing state or province
  • Used for tax calculations and compliance

Zip Code (Optional but recommended)

  • Enter postal or zip code (maximum 15 characters)
  • Postal code for the billing address

Call Country Code (Optional)

  • Enter phone country code for billing (maximum 5 characters)
  • May differ from primary contact

Phone Number (Optional)

  • Enter phone number for billing (maximum 15 characters)
  • Alternative contact number

Step 6: Shipping Address

Same as Billing Address (Optional)

  • Toggle to use billing address for shipping
  • When enabled, shipping fields are hidden
  • When disabled, separate shipping address fields appear

When shipping address differs from billing:

Country (Optional)

  • Select the shipping country
  • Used for delivery and logistics

Address Line 1 (Optional)

  • Enter primary shipping address (maximum 50 characters)
  • Delivery location details

Address Line 2 (Optional)

  • Enter secondary shipping address (maximum 50 characters)
  • Additional delivery details

Address Line 3 (Optional)

  • Enter tertiary shipping address (maximum 50 characters)
  • Extra delivery information

City (Optional)

  • Enter shipping city (maximum 50 characters)
  • Delivery city or town

State (Optional)

  • Select shipping state or province
  • Used for delivery logistics

Zip Code (Optional)

  • Enter shipping postal code (maximum 15 characters)
  • Delivery area postal code

Call Country Code (Optional)

  • Enter phone country code for shipping (maximum 5 characters)
  • Contact for delivery coordination

Phone Number (Optional)

  • Enter phone number for shipping (maximum 15 characters)
  • Contact number for delivery

Step 7: Save Customer

  1. Review all entered information
  2. Ensure required fields are completed
  3. Click “Save” to create the customer
  4. The new customer will appear in your customers list

Editing an Existing Customer

Customer information can be updated to keep records current and accurate.

Step 1: Find the Customer

  1. Go to the Customers section under Sales
  2. Use the search function to locate the customer
  3. Or browse through the customers list

Step 2: Access Edit Mode

  1. Click on the customer name or select the customer row
  2. Click the “Edit” button
  3. The customer editing form will open

Step 3: Modify Customer Information

You can update most fields except:

  • Currency: Cannot be changed once customer is used in transactions
  • Opening Balance: Only available for new customers

Common updates include:

  • Contact information changes
  • Address updates
  • GST treatment modifications
  • Payment terms adjustments
  • Tax preference updates

Step 4: Save Changes

  1. Review your modifications
  2. Click “Save” button
  3. Updated information will reflect in future transactions

Deleting a Customer

Customers can only be deleted if they haven’t been used in any transactions.

Step 1: Find the Customer

  1. Go to the Customers section under Sales
  2. Use the search function to locate the customer
  3. Or browse through the customers list

Step 2: Access Edit Mode

  1. Click on the customer name or select the customer row
  2. Click the “Edit” button
  3. The customer editing form will open

Step 3: Delete Customer

  1. Review the customer details to ensure you’re deleting the correct customer
  2. Click “Delete” button
  3. Confirm the deletion when prompted

Important: If the customer has been used in any sales transactions, invoices, or orders, deletion will not be allowed. You’ll need to remove them from all transactions first.

Best Practices for Customer Management

Data Accuracy

  • Keep contact information updated
  • Verify GST numbers and PAN details
  • Regularly review and clean duplicate entries
  • Maintain consistent naming conventions

GST Compliance

  • Ensure correct GST treatment classification
  • Verify GSTIN format and validity
  • Keep supply place information accurate
  • Update tax exemption reasons when applicable

Communication

  • Maintain current email addresses for automated invoicing
  • Keep phone numbers updated for delivery coordination
  • Use clear, professional display names
  • Set appropriate payment terms

Organization

  • Use consistent naming conventions
  • Group related customers logically
  • Regular data cleanup and verification
  • Archive inactive customers rather than deleting

Security and Privacy

  • Limit access to customer data
  • Regular backup of customer information
  • Comply with data protection regulations
  • Secure handling of financial information

Common Use Cases

B2B Customers

  • Complete company information
  • GST registration details
  • Multiple contact persons
  • Credit terms and limits

B2C Customers

  • Basic contact information
  • Consumer GST treatment
  • Shipping address focus
  • Payment on delivery terms

International Customers

  • Overseas GST treatment
  • Currency considerations
  • International shipping addresses
  • Export documentation requirements

MSME Customers

  • MSME registration details
  • Special pricing considerations
  • Compliance requirements
  • Reporting needs

Integration with Other Features

Customer records integrate with:

  • Sales Orders: Auto-populate customer details
  • Invoices: Default customer information and terms
  • Payments: Track customer balances and history
  • Reports: Customer-wise sales and aging reports
  • Communications: Automated email and SMS notifications
SalesProforma Invoices