¶ Purpose
The Party Master – Customer is used to create and manage customer details in the ERP system. It serves as a central repository of customer information required for sales transactions, billing, taxation, receivables, logistics, and reporting. Accurate customer master data ensures smooth order processing, correct tax calculation, credit control, and financial accounting.
¶ Prerequisites
- Access rights must be assigned to the user responsible for the customer creation.
- The Area Master must be updated.
- The State Master must be updated.
- The Country Master must be updated.
¶ Party Initiation - Customer
The Party Initiation – Customer Master – Mode: New screen allows the user to add a new customer to the master.
Navigation: Main – Menu ⇢ Masters ⇢ Master – Party Approval ⇢ Party Initiation – Customer ⇢ Add
- The Party Initiation - Customer screen displays the party details such as Code, Name, Party, PAN Number, Party Type, Address, Pin Code, Country, State, Area or City, Phone, Fax, Email, Website, Is Customer, Contractor Code, URD Type, Zone and Attachment.
- Click Add, the Party Initiation – Customer Master – Mode: New screen appears.
- The Party Initiation – Customer Master – Mode: New screen allows the user to enter the details into two tabs as mentioned below.
- Details
- Finance
- The Details screen displays details such as the Is Customer and URD Type.
- The user must enter the details such as the Code and Name.
- The user must select the appropriate Party from the dropdown list.
- The user must enter the details of the PAN Number.
- The user must select the appropriate Party Type from the dropdown list.
- The user must enter the details such as the Address and Pin Code.
- The user must select the appropriate Country, State and Area or City from the dropdown list.
- The user must enter the details such as Phone Number and Email.
- The user can enter the details such as Fax and Website.
- The user can enter the details, such as the Contractor Code and Zone.
- The user can edit the URD Type if required.
- There are six types of URD, as listed below.
- B→B: The user must select B2B when one company purchases raw materials from another for use in the manufacturing process.
- B→C: The user must select the B2C when transactions occur between a company and individual consumers or customers.
- B→ URD: The user must select B2URD when the transaction involves sales to an unregistered dealer (URD) who does not have a GST registration.
- B → Export: The user must select B2Export when goods or services are sold from a domestic business to a customer in another country.
- B→ Composite: The user must select B2Composite for transactions with a composite dealer who pays tax at a fixed rate and cannot claim input tax credit
- B→ SEZ: The user must select B2SEZ for transactions with a Special Economic Zone (SEZ) unit or developer.
- Click the Attachment icon, to upload the Attachments, if any.
- The Finance screen allows the user to select the appropriate Party Category from the dropdown list.
- The user must enter the details, such as the GST Number.
- The user must select the appropriate Currency from the dropdown list.
- The user can enter the details, such as the UAN Number.
- Click Save, the Code and Name will appear on the left panel of the screen.
¶ Edit or Delete Party Master - Customer Details
The Party Initiation – Customer Master – Mode: Edit screen allows the user to edit or delete the added or existing party initiation - customer details if required.
Navigation: Main – Menu ⇢ Masters ⇢ Master – Party Approval ⇢ Party Initiation – Customer ⇢ Select Party Name ⇢ Edit
- The user must select the appropriate Code and Name from the left panel of the screen.
- Once the user selects the code and name, the details will appear automatically.
- Click Edit, the following screen will appear.
- The edit the details such as Name, Party, PAN Number, Party Type, Address, Pin Code, Country, State, Area or City, Phone, Fax, Email, Website, Is Customer, Contractor Code, URD Type, Zone and Attachment.
- Click Save, to save the edited details.
- Click Delete and the following message appears.
- Click Yes.
- Click Close, and the deleted details will disappear from the left panel of the screen.
Note: The user can delete the party details only if they are not used in any transactions or masters.
¶ View Details in Tree or Grid
The Grid View and Tree View options allow the user to view party master - customer details either in a tabular format or in a hierarchical structure for easier navigation and understanding.
- Click Grid View to view details in tabular format (rows and columns), as shown below.
- Click Tree View to display data hierarchically (parent-child structure), as shown below.
- The user can expand or collapse nested items to view relationships or categories.
¶ Search Party Master - Customer
The Search option allows the user to search for particular party based on the Code, Name, Atom Zone, Address, Area and etc.
- Click Search, and the screen will appear as shown below.
- The user must select the appropriate Filter On from the dropdown list.
- The user must select the appropriate Filter Text from the dropdown list and enter the corresponding filter value.
- Once the user enters the value, the corresponding list will appear on the left panel of the screen.
¶ Print Party Master – Customer Details
The Print option allows the user to print the added or existing details.
- Click Print, the following screen will appear.
- Click Filter, to search for details.
- Click Sort, to arrange details in either ascending or descending order.
- Click Export to Excel, to view details in Excel.
- Click Settings, to adjust Columns, Fonts, Row Height, Fit To Page, Page Setup and Printer Setup.
- The Set Col Details option allows the user to adjust column width as required.
- The Font option allows the user to edit Font Family, Font Style, Size, Effects and Scripts as required.
- The Auto Row Height option allows the user to adjust row height if required.
- The Fit to Page option allows the user to scale the content to fit the page if required.
- The Printer Setup option allows the user to configure the Printer, Print Range and Copies details if required.
- The Page Setup option allows the user to set the Paper Size, Orientation (Portrait or Landscape) and Margins in Inches (Left, Right, Top and Bottom) details as required.
- Click Print, to print details.
- Click Print Preview, to view details before printing.
- Click Close, to navigate to the Party Initiation - Customer screen.
¶ Bulk Update - Add Multiple Party Details
The Bulk Update option allows the user to add multiple party details at once.
- Click Bulk Update, and the following screen will appear.
- The user must select the Party Category, Party, Country, State and Area from the dropdown list.
- Click Save, and the code and name will appear on the left panel of the screen.
¶ Functional Use Cases
| Sl. No. | Use Case | Business Scenario | Functional Outcome in ERP |
|---|---|---|---|
| 1 | Create Customer Master | New customer needs to be onboarded. | Customer record is created in ERP. |
| 2 | Maintain Customer Address | Customer has billing and shipping locations. | Accurate address mapping for transactions. |
| 3 | Define Tax & Compliance Details | Customer transactions require tax compliance. | Correct tax calculation in sales invoices. |
| 4 | Set Payment & Credit Terms | Customer follows specific payment rules. | Credit control and due date tracking enabled. |
| 5 | Assign Currency & Price Applicability | Customer trades in specific currency. | Transactions processed in correct currency. |
| 6 | Use Customer in Sales Transactions | Customer places sales orders. | Smooth sales, billing and dispatch process. |
| 7 | Customer-wise Reporting | Management needs customer performance data. | Accurate customer-wise sales & AR reports. |
¶ Use Case Scenario
- Click here for a detailed use case scenario.
¶ Transaction Checklist
| S. No. | Checklist Item | Description |
|---|---|---|
| 1 | Customer Code | Ensure unique customer code as per coding standard. |
| 2 | Customer Name | Verify legal / trade name of the customer. |
| 3 | Customer Group | Assign correct customer group for reporting. |
| 4 | Customer Type | Identify type. |
| 5 | Address Details | Confirm billing and shipping addresses. |
| 6 | Country & State | Select correct country and state for compliance. |
| 7 | GST / Tax Applicability | Verify GST registration and tax applicability. |
| 8 | GSTIN / PAN | Enter valid GSTIN and PAN details. |
| 9 | Tax Group / Category | Assign appropriate tax group or TCD group. |
| 10 | Currency | Select transaction currency for the customer. |
| 11 | Payment Terms | Define payment terms and credit days. |
| 12 | Credit Limit | Set approved credit limit, if applicable. |
| 13 | Ledger / Account Mapping | Ensure correct customer ledger is mapped. |
| 14 | Sales Dependency | Verify linkage with sales order and invoice. |
| 15 | Duplicate Check | Ensure customer does not already exist. |
| 16 | Authorization | Confirm user has rights to create/modify. |
| 17 | Save Transaction | Save customer master details. |
| 18 | Validation Check | Verify availability in Sales & Finance modules. |