Manage customers and loyalty

Add customers, group them, follow what they owe, run a points program and sell on invoice.

Add and manage customers

A customer record lets you follow who buys from you, what they still owe and, with the loyalty program, how many points they have earned. In this tutorial you add a customer and learn what you can do with the record. It takes about 3 minutes.

Before you start

  • You are signed in to the Business Portal. Owners, Managers and cashiers can all add customers.
  • For the points program, the Loyalty extension must be active. The Owner turns it on in Plugins.

Steps

Open the customer list

Click Sales → Customers. The cards at the top show Total Customer, With Balance and Total Outstanding.

Click Add Customer

Click Add Customer at the top right.

Enter the name and contact

Fill in Full Name, which is required, then WhatsApp Number and Email. The WhatsApp number and email let you send receipts later.

Add company and address

If the customer is a business, enter Company Name and Tax No. Add the Address, State / Region, City, Country and Postal Code if you need them on invoices.

Choose the group and type

Pick a group in Group: walk in, reguler, premium, vip, wholesaler or reseller. Set Customer Type to B2C for individuals or B2B for businesses.

Set the credit

Enter a Credit Limit if you allow this customer to buy on credit. Use Opening Balance for an amount the customer already owes you when you start using Bakasir. Turn on Enable Portal Login if the customer may sign in to your online store.

Create the customer

Click Confirm & Create Customer. The customer is now available at the register: search by name or phone when you sell.

Open the customer record

Click the actions button on the row and choose Details to see the profile, or Customer ledger to see every sale with its total, paid amount and the running balance.

Find and organize customers

  • Use the search box for name, email or phone.
  • Use Filter for the customer group and status, and Sort for A to Z or by the highest or lowest outstanding amount.
  • Tick several customers to change their group, type or status, give or remove portal access, or delete them in one go. A deleted customer keeps their sales history.
  • Import customers accepts a CSV file with the columns name, email, phone, whatsapp, company, tax_no and more, plus opening_balance. Customers that already exist are skipped, never overwritten.

The points program

When the Loyalty extension is active, a Loyalty button appears on the customer list.

  1. Click Loyalty and turn on Enable Loyalty Program.
  2. Set the Earn Rate (how much a customer spends to earn 1 point) and the Redemption Value (what 1 point is worth when used).
  3. Set the Minimum Points to Redeem and the Points Expiry: Never, 6 Months or 12 Months.
  4. Turn on Show Points on Receipt to print the balance on receipts.

Members earn points on completed sales and spend them at the register. In a customer's actions menu, Points Ledger shows every movement, and Adjust points corrects a balance with a reason. Voiding a sale reverses the points of that sale.

Sell on invoice

For a customer who pays later or needs an invoice instead of a receipt, use Sales → Invoice Sales.

  1. Choose the Date, the Customer and the store.
  2. Search or scan products to add them. Choose Retail or Wholesale price per line.
  3. Enter Order Discount, Shipping Cost and Order Tax if needed. A manual discount or tax change entered by a cashier needs a Manager or Owner PIN.
  4. Choose the Payment Status: Paid or Unpaid, and the Payment Method. The Sale status (Completed, Placed, On hold or Draft) decides how the invoice is recorded.
  5. Click Submit, review the summary and click Create Invoice.
  6. Use Print Invoice or Send Invoice by Email.

Unpaid amounts show up as Outstanding on the customer. Invoice paper size and design are set in Settings → Receipt & Invoice.

Tips

  • Credit Limit is a reminder for you and your cashiers. Bakasir does not block a sale when it is passed, so check the ledger before you sell more on credit.
  • Adjust opening balance corrects the starting balance with a reason, for example after a data entry mistake.
  • Customers are shared between all your outlets.

Next steps

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