Customer Data - General
Under Customer > General, you can view the general customer data in the Data submenu — the same information you entered when creating the customer.
General:
Cust. No., Name, Name suffix
Industry
Department (only with the Departments module)
Customer manager
Categories (if applicable)
Notes
Contact Data:
Address lines
Phone/Fax
Website/URL
Email address
Invoice: (only with the Invoicing module)
Billing method
Supplier number
Purchase order number
VAT no.
cash discount
discount period
Routing ID
Currency
Tax
IBAN and BIC
Administrators can change the Cust. No.:
Click the pencil icon above the Cust. No.
Enter the new number and click Execute.
To save the change, close the “Edit Data” dialog with Save.
Changing the customer number takes effect immediately upon saving and updates all linked data, including historical records.
With the Invoicing module): existing invoices retain the old customer number. To apply the new number to an existing invoice, the invoice must be corrected and recreated.
Customers who are no longer active can be set to inactive.
Inactive customers are hidden from selection lists but can still be viewed or reactivated at any time.
To display inactive customers in the list, enable the checkbox “Show inactive customers as well.”
Contact Person
Assign the customer a contact person.
Select an employee from the list of all employees to assign as the contact person for this customer.
Optionally, you can allow the contact person to also “edit customer data.”
A contact person always has access to the Customers menu.Here, they can view all customers for which they are listed as the responsible person.
For a selected customer, they will see the General menu with the submenus Data and Addresses — but only if they have permission to edit customer data.
The submenus Projects and Reports are always visible.
A contact person can:
View and analyze all projects belonging to their customers (except the Overall Status / Profit Overview).
Create and approve invoice items for their customer’s projects (if the Invoicing module is active).
Run all reports related to the customer (except the Overall Profit Status).
If editing rights are granted, they can modify:
Customer Data
Addresses
Contacts
A contact person cannot:
Create, modify, or delete projects.
View or edit Billing Settings.
View internal costs (in the Profit Analysis).
Under Projects, the contact person sees:
All projects for which they are authorized as the customer’s contact person.
Projects in which they are involved as a project employee, project manager, or through tickets or document management permissions.
Adresses
In the table, the default address of the customer is shown in bold text.
You can edit this address, but you cannot delete it.
If you want to add additional addresses, click “New Entry” and enter the relevant details. After saving, the new address will appear in the table.
If you are using the Invoicing module, you can also designate one of the entered addresses as the billing address (default setting: default address = billing address).
Additionally, you can specify whether this billing address is approved for email invoice delivery and, if so, enter an appropriate email address.
Select a machine-readable invoice format:
none
ZUGFeRD
XRechnung
Swiss QR Code
If you are using the Invoicing or Quotation module, you can also define a delivery address. This delivery address can then be inserted into quotations and invoices using the corresponding placeholder.
Contact Person
In the submenu Contact Person, you can enter the details of the contact persons for the customer. The first contact person you create is automatically set as the primary contact person.
You can define a new contact person by clicking “Create new contact person.”
By clicking “Change primary contact person,” you can assign another contact person of the customer as the primary contact person.There can only be one primary contact person per customer.
Contact Person Table: This is a list of all contact persons associated with the customer. The primary contact person is always displayed in bold.
You can edit a contact person’s data by clicking the edit icon, or delete them using the delete icon. Contact persons can also be marked as inactive.
Inactive contact persons are, for example, not displayed in the list of possible contact persons for a customer project.
Clicking the name of a contact person opens the customer contact person menu, where you can also edit their data. (To go back, use the navigation bar and click the customer name.)
The following details can be entered for a contact person:
General data such as salutation, title, name, job title, department, and contact details
You can enter multiple email addresses per contact person (separated according to the setting under Administration > My Company > Email)
You can assign one or more categories to the customer contact person (if categories are defined in the administration)
You can also select an address for the contact person
Department
If you are using the Quotation and/or Invoicing module:
When you enter a department, it will be displayed below the name of the customer contact person in the address section of quotations and invoices.
Contact Person Address
Select a contact person address if it differs from the customer’s main address.
All customer addresses listed under Customer > Addresses are available for selection.
The chosen address will then appear under Customer > General > Contact Persons as the address displayed in the contact persons table.
If you are using the Quotation Creation module, the contact person’s address will be automatically transferred to the quotation (but can be overwritten if needed).
Access to ZEP Ticket System (available only with the Ticket System module):
If your contact person should have access to the ZEP Ticket System, assign them a username and password here.As with an employee, you can also specify the language in which ZEP will be displayed for this customer contact.
Projects
In the Projects submenu, you can view all projects associated with the customer.
Administrators, Controllers, and Department Managers can also create projects here. If the corresponding setting has been enabled in the administration area, a User with additional rights can also create projects. When such a user creates a project, they are automatically assigned as the Project Manager for that project.
Administrators, Controllers, and Department Managers can view all projects that have been created for this customer. Users with additional rights can see only the projects for which they are assigned as Project Managers.
If you click on one of the underlined letters (links), the list will be filtered to show only those projects matching the search criteria whose short name or title begins with that letter. The selected letter appears slightly larger and without an underline in the alphabetical row. Click All to remove the filter and display all projects again.
Change history and Deletion
In the submenu Change History, you can view the change log of the customer data.
This menu item is only visible if, under Administration > Other > Change History, the setting "Track changes of customer data" has been activated.
