Customer Management

Description, Purpose and Objective

NOTE

The Customer Management view is the ERP module intended to register and manage the accounts of corporate clients or natural persons who contract the organization's services.

A Customer is the commercial counterpart of the organization. The platform allows you to store an exhaustive file for each client classified into basic data (contact, identification), tax data (type of person, tax liability, company responsible for the group), payment information (terms and currency), and billing and postal shipping details.

The objective of this view is to centralize the management of the organization's commercial accounts, facilitating billing, physical dispatches and traceability of projects linked to each client.

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Context of Use

This module is used by the commercial, accounting and administrative team to:

• Register new clients: Register the complete commercial file before the start of any project.
• Define payment and billing terms: Establish the collection currency, payment terms (e.g. 30 days net) and tax information (fiscal responsibility).
• Manage postal addresses: Register separately the physical billing address and the physical shipping address for deliverables or hardware.
• Integration and audit: Keep clients' social networks (X, Facebook) and corporate websites updated.

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Possible Actions

1. Consult and Search for Clients

Allows you to view the list of registered customers in a detailed table that includes contact name, company, suffix, NIT/document, website and currency. The top search bar allows real-time searches.

[Imagen ilustrativa: Listado General de Clientes]

2. Add a New Client

To add a client to the system:

1. Click the "Add Client" button at the top right of the panel.
2. Complete the form structured in the following mandatory sections:
   • Basic Information:
     • Contact name: Name of the main commercial link.
     • Name of the company: Company name of the company.
     • First and Last Name: Personal information of the representative.
     • Email, Telephone and Cell Phone: Customer contact channels.
     • Suffix: Unique identifying acronym for automatic code generation.
     • Type and Number of Identity Document: Identification parameters (e.g. NIT, ID).
     • City: Location of the company.
     • Type of person: Legal classification (e.g. Legal Person or Natural Person).
     • Fiscal responsibility: Tax classification before the tax regulatory entity.
     • Responsible company: Organization of the business group that is legally responsible.
     • Website, Contact Type and Contact Greeting: Supplementary business information.

• Status: Initial commercial status (e.g. Active). * Social Networks: Official accounts of X (Twitter) and Facebook. * Source: System user who referred or managed the customer acquisition.
  • Payment Information:
    • Payment terms: Term granted for payment of invoices (e.g. Cash, 15 days, 30 days).
    • Payment terms label: Informative gloss on invoice.
    • Currency: Currency agreed upon for commercial transactions.
    • Price Accuracy: Number of decimal places allowed in billing amounts.
  • Billing Information:
    • Billing address, city, department, zip code, country and customer service name (contact responsible for receiving collection correspondence).
  • Shipping Information:
    • Delivery address, city, department, zip code, country and contact person for receiving physical deliverables.
  • Complementary Information:
    • Notes: Special comments or instructions from the client.

3. Click "Add" to save.

[Imagen ilustrativa: Formulario Agregar Cliente - Básico]

[Imagen ilustrativa: Formulario Agregar Cliente - Facturación y Envío]

3. Edit a Client

To modify a customer's tax data, payment terms or addresses:

1. Click the "Edit" button (pencil icon ✏️) in the customer row.
2. Modify the required data in the pre-filled side panel.
3. Click "Update" to save the changes.

[Imagen ilustrativa: Formulario Editar Cliente]

4. Delete a Client

To unsubscribe a customer from the catalog:

1. Click the trash icon (🗑️) of the corresponding client.
2. Confirm the action in the popup modal.

CAUTION

The system will deny deletion if the client has active projects associated on the platform, thus protecting the integrity of the historical database of projects and invoices.

[Imagen ilustrativa: Modal Confirmación de Eliminación de Cliente]

5. Export Clients

Click on the download button at the top right of the table to download the total list of the organization's clients in .CSV format.

[Imagen ilustrativa: Exportación de Clientes]

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Required Technical Permits

Managing the customer database requires the following authorization keys:

• customers_read: Allows access to the view, table display and searches.
• customers_create: Enable the form for creating and inserting new clients.
• customers_update: Allows the modification and updating of customer file data.
• customers_delete: Enables the permanent deletion of clients that do not have active projects.
• customers_export: Enables downloading of the .CSV file from clients.