Rackbeat Customers : Netvisor

This guide explains how to create a new customer manually directly in Rackbeat or by importing data from a CSV file. The guide provides instructions for both methods and managing customer information in Rackbeat.

CONTENTS

Creating a New Customer
Creating a Customer by Importing Data
Customer Listing and Its Functions

Creating a New Customer

You can create a new customer in two ways: Manually adding or importing data. First, we will go through how to create a customer manually.

Note! Before you can create a new customer, you need to create a customer group, as it must be linked to the customer. You can set up the group from Sales > Customer Groups according to the Rackbeat Customer Groups guide.

How to add a new customer:

Select "Sales" from the top menu
Click "Customers" in the menu
Click "Create New" in the top right corner
Fill in the customer's information
Click "Create Customer" to finalize

You can define the starting number for customer numbering, after which customers are based on sequential numbering.

In the future, new customers will be established in Rackbeat and will also be transferred to Netvisor via the interface.

Creating a Customer by Importing Data

Customer information can be retrieved from the customer listing into a CSV file by selecting "Download Data". Through the Import Data/Download Data button, customers can also be imported from a CSV file.

Note! Before you can create a new customer, you must have a customer group, which is established according to the Customer Groups guide, as it must be linked to the customer. Also, payment terms must be set in the basic settings according to the Payment Terms guide.

In the downloadable file from the customer listing, the user can select the desired information, for which there is the following sample file: Import Customers.csv For customer information, the mandatory fields are number, name, group number, VAT handling, payment terms, currency, location, and layout.

From the options, you can select relevant information, or alternatively, at the end of the listing, you can select "Select All".

Delivery addresses can also be imported as CSV data into Rackbeat. The import starts from the customer card of one customer in the addresses section > import data. A sample file can also be downloaded from the view.

Note!

The customer number must not exceed 9 characters
The customer's name must not exceed 255 characters

Customer Listing and Its Functions

Search = This allows you to search for a specific customer by name or customer code
Per page = How many results per page are desired. Affects the readability of the listing
Status = Whether to retrieve all customers or filter out inactive or active customers from the listing
Customer Group = Filters customers of a specific customer group into the listing
Remember = With this function, you can save the search setting in the browser's cookies if you want, for example, the number of results per page or the customer's status to be remembered for the next search
Gear button = you can edit the information visible in the customer listing per user, for example, select the following columns to be visible:

The "Reset Table" option restores the default columns, which are number, customer name, VAT ID, and email.

Row Functions in the Listing

From the three-dot button at the end of the customer's row, you can access three functions:

Sales History = From the listing, you can search for all sales made to this customer
Create Order = The left button starts creating a new order for the customer on the row
Edit = The right button allows you to edit the customer's information

Customer Card

In the top right corner of the basic information, you can either save changes to the customer card or delete it from the customer register.

General Information and Settings

Number = Customer code
VAT ID = Business ID or VAT ID
Customer Name = Name
Alternative OVT ID = OVT ID, if it differs from the company's normal e-invoice address. Used, for example, to identify specific locations of large companies
Group = Customer group
Status = Open means the customer is actively in use, Blocked means the customer is inactive
Default Currency = The currency in which sales are made to the customer
Credit Limit = You can note the customer's indicative credit limit per invoice here
Language = The customer's default language. This allows you to manage, for example, product translations for the order confirmation. Layouts must have language versions built so that the entire printout will be translated correctly
Payment Terms = What payment terms are used by default for the customer
E-invoice Information Fields = If a value is entered in the fields, it will flow to the customer card in Netvisor, and also, if changes/updates are made to the fields' values/new e-invoice address, the information will be updated in Netvisor. If the fields are empty in Rackbeat but the e-invoice address is found in Netvisor, the empty field will not clear the information in Netvisor, but the addresses will still remain in Netvisor, and invoices can be sent as e-invoices
VAT Handling = The customer's default VAT handling
Customer Discount Percentage = You can set a possible general customer discount percentage here

Addresses

Billing Address = The customer's general billing address
Delivery Addresses = The customer's default delivery address. Other addresses can be set on the Addresses tab. The delivery address completed in this view will be the default on the sales order
Email = You can add multiple customer emails separated by commas

Contact Information

Default contact information for the customer.

References

Layout = What document layout is used for the customer. This allows you to easily produce different-looking PDF printouts, for example, for export customers.

Prices and Discounts

This tab manages customer-specific pricing.

If a customer is attached to a price group, the price group-specific discount percentage is activated for those products that are also attached to the price group, meaning the customer must be attached to the price group AND the price group must be attached to the product for the discount percentage to take effect.

Override Group Discount (%) = If a customer is to be attached to a specific price group, but for some reason, a different discount is to be given to the customer for the price group's products than to others, the desired discount percentage can be specified here. This discount percentage applies to those products that belong to the price group, and it overrides the normal discount percentage of the price group.

Search = You can search for a product by name or number for pricing
Group = Filters products of a specific product group into the pricing table
Download Data = Download the pricing table as a CSV file. The file contains the following columns:

Product	Sales Price	Discount(%)
Product Name (code)	Price in euros	Percentage

Import Data = This allows you to import the price list from a CSV file. The file must have columns for product code, customer number, sales price, and discount (%).

Product-specific pricing is given through the user interface into the pricing table.

Product = What product code is in question
Base Price = The basic sales price of the product, which is retrieved from the product card
Price (EUR) = Customer-specific final price in euros
Discount (%) = Customer-specific discount on the product. If the customer and product are attached to a price group, the price group's discount percentage is shown here
Discount Group = If the product is attached to a price group, the name of the price group is shown here
New Tier = If the product is to be priced in quantity-based tiers, it is done here. The tier is given a quantity and a unit price or discount percentage. There can be multiple tiers per product, meaning a product can have a price per 5 pcs, price per 10 pcs, price per 15 pcs, etc. Then Rackbeat retrieves the correct unit price for the order line based on the line quantity.

Note! If discounts are defined in multiple places (as a price group/behind a customer group/behind a customer), the logic is that if a fixed euro price is defined for the customer, percentage discounts are calculated from that price. If there are percentage discounts both behind the price group and behind the customer, the discount behind the price group is used. When a discount percentage is saved on the customer's front page, it flows to the Prices tab, meaning these two fields are essentially the same.

Example of a discount: the base price of the product is €10, and the customer-specific price is €8 + the customer has a discount percentage of -50%, the price on the order will be €4. If there was also a price group discount of -60%, the order price would be calculated as €8 -60%.

Notes

Notes can be saved behind the customer for later use. The user is notified of the note on the sales order:

By clicking the view shown in the image above, the user can read the notes without leaving the order:

Contacts

Contacts can be added behind the customer. With the "Copy Email" option, you can direct, for example, who all the order confirmation is sent to from Rackbeat. When adding contact information, the email is a mandatory piece of information; otherwise, the contact will not be saved.

Addresses

On the Addresses tab, you can define customer-specific delivery addresses. The delivery address can be selected for the order as needed, meaning if the customer has, for example, 3 different locations, you can select per sales order to which location the delivery is made. NOTE! Information added to addresses does not transfer to Netvisor's Locations, but for example, these selected address details will appear on the invoice.

Sales History

The Sales History view compiles a listing of sales made to the customer. With the filter, you can choose to display only, for example, orders made to the customer.

Keywords: Rackbeat customers, customer group, customer card, discounts

This article has been translated using an AI-based translation tool.

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