You find the customer register in Financial under Actor library. Select "Actor library" in the left-hand navigation menu and then "Customers". If you cannot see the menu item, you most likely do not have permission for it. Contact support.
The customer list shows all customers associated with your store or chain. The list is a standard grid view and can be customized with column selection.
By default, the list contains a column with the customer's name or identification details. Additional columns depend on the layout configured for the customer role. Columns that are hidden by default include, among others, Created by, Created on, Updated by and Updated on. These can be enabled via the column selection feature in the grid. The State column shows the customer's state (Active, Deleted or Archived). If activation support is enabled on the customer role, a column with the customer's activation state is also shown.
You can filter the list by State (Active, Deleted, Archived) as well as by Activation state (activated or deactivated), provided that activation support is enabled. It is also possible to filter on Created by, Created on, Updated by and Updated on.
Click the search icon in the toolbar to search the customer list. The search is performed live and filters the list based on the entered search term. See How to search in lists for more about searching and filtering.
You can select one or more customers by ticking the corresponding rows. The "Select all" button selects all visible rows. The following bulk operations are then available:
Archive: Archives the selected customers. Archived customers can still be searched for but are not active.
Unarchive: Restores the selected customers from archived state to active state.
Delete: Permanently deletes the selected customers after confirmation. The system checks whether the customer is in use and shows a warning if that is the case.
Activate: Activates the selected customers. Only shown if activation support is enabled.
Activate with consent: Activates the selected customers and records that consent has been received. Only shown if activation support is enabled.
Deactivate: Deactivates the selected customers. Only shown if activation support is enabled.
Click the export button to export the customer data. The export is tag-based and supports a maximum of 1000 customers when a selection has been made. You can choose to export the entire list or only the ticked rows.
Click the clock icon in the toolbar to open the audit log (change log) for the customer list.
Click the blue button with the plus symbol at the top of the list. If several creation roles are defined, the button will open a dropdown from which you can select Private customer or Company customer. The customer card then opens in edit mode.
Customers can also be created directly from Pos by tapping "More" and selecting "Create private customer" or "Create company customer" while a transaction is in progress.
Sapera also supports scanning of health insurance cards (CPR card scanning). When a card is scanned, the create/find customer dialog opens automatically with the read details prefilled.
Customer number: The internal number assigned to the customer in Sapera. If the field is left empty, the number is assigned automatically via a number series. The customer number is unique.
Customer category: The customer category the customer belongs to. Customer categories can bundle settings such as VAT code, currency and default price type, and are used, among other things, for setting up discounts.
Remarks: Long text field for notes about the customer. Important: If a remark is entered on the customer, it is shown as a red warning box everywhere in the system where the customer appears – for example on invoices and sales orders.
Preferred communication: Specifies how the customer prefers to be contacted. Possible values are: None, SMS, Phone, E-mail and Invoice. If a preferred communication type is specified, it is mandatory to tick the "Is consent received" field, as Sapera may not send communication to the customer without this consent.
Is consent received: Checkbox indicating whether the customer has given consent to communication. Required when preferred communication is filled in.
Language/culture: Specifies the customer's preferred language for documents and communication.
Avatar: Profile picture for the customer.
Customer's user: Associated user account in the system.
Related actors: Actors that are related to the customer, e.g. contact persons.
Group membership: Specifies which actor groups the customer is a member of.
Bank account / Sort code / Account name / Currency: Bank account details used for payouts and account reconciliation.
IBAN: International Bank Account Number.
BIC: Bank Identifier Code.
MobilePay: The customer's MobilePay number.
FIK account: The customer's FIK payment information.
Working hours: The customer's working days and working hours.
Customer reference number: Internal reference number for the customer.
SMS sender number: Phone number used as the sender ID when sending SMS to the customer.
State: Shows the customer's current state: Active, Deleted or Archived.
Activated state: Only shown if activation support is enabled. Specifies whether the customer is activated or deactivated on the current organizational unit.
The customer can have several addresses with the types Company, Home, Contact, Other and Delivery.
Phone numbers can have the types Home, Office, SMS and Fax. The field validates whether the number is in a valid format.
E-mail addresses can have the types Primary, Secondary and Invoice. The invoice e-mail is used for sending electronic invoices.
Web addresses can have the types Primary and Secondary.
First name: The customer's first name.
Middle name: The customer's middle name.
Last name: The customer's last name.
Birth name: The customer's birth name (maiden name).
Salutation: Form of address.
Prefix: Prefix on the last name (e.g. "van" or "de").
Position: The customer's job position.
Title: The customer's title.
Initials: The customer's initials.
Gender: The customer's gender: Male or Female.
Date of birth: The customer's date of birth.
CPR number: The customer's CPR number. The field is protected and handled separately.
Company: The company name.
CVR number: The company's CVR number. The system supports lookup in the CVR register: when a CVR number is entered, the company is looked up automatically and the available fields are filled in. It is also possible to search by company name via autocomplete. The CVR number is used, among other things, for sending electronic invoices and EAN invoicing.
SE number: The company's SE number.
VAT number: The company's VAT registration number (for use in EU trade).
FI identifier: The company's FI identifier.
EAN number: Electronic ordering number for EAN invoicing. Enabled in Customer setup under "Support EAN invoicing".
The Save button saves the customer card's changes and closes the card.
The Save and continue button saves the changes without closing the card, so you can continue editing.
The Cancel button closes the card without saving changes.
The Activate and save button is only shown when the customer is deactivated. It activates the customer and saves the card in one step.
Via the Change customer type button in the card toolbar, you can switch an existing customer between Private customer and Company customer. All unsaved changes are discarded by this switch.
The Merge with button opens a dialog where you can search for and select the customer to keep. The current customer is merged with the selected customer, and the current customer is then deleted. All data is transferred to the retained customer. The action requires the MergeActor permission.
Administrators have access to the Undo deletion action, which restores a deleted customer.
Click the clock icon in the card's settings toolbar to open the audit log for the current customer card.
The tabs are shown below the master data fields and are only visible once the customer has already been created and saved. The tabs are loaded dynamically based on permissions and enabled features.
Shows financial entries associated with the customer. The tab is visible to users with permission to view financial details.
Shows sales order quotes associated with the customer.
Shows sales orders associated with the customer.
Shows shipments associated with the customer. The tab is only shown if inventory is enabled in the system.
Shows invoices associated with the customer.
Shows sent SMS messages associated with the customer.
Shows the customer's loyalty program balance and earning history.
Shows POS sales (point-of-sale sales) associated with the customer.
Shows serial numbers (product instances) associated with the customer.
Shows complaints associated with the customer.
Shows creation and update details for the current customer card: Created by, Created on, Updated by and Updated on.
Shows files attached to the customer. You can add, download and delete attachments directly from the tab.
Shows financial addresses associated with the customer.
Shows e-mails sent to the customer from Sapera.
Shows discounts defined specifically for the customer.
Shows the customer's subscriptions. The tab is only available if subscription support is enabled in the system.
Shows the customer's rental contracts. The tab is only available if rental contract support is enabled in the system.
Shows questionnaires associated with the customer.
Shows inventory archive entries associated with the customer.
The Customer setup dialog (debtor settings) is opened via an icon in the customer card toolbar. The dialog allows you to customize a wide range of financial settings for the customer in question. Many of the fields can inherit from or override the setup at category level or organizational unit level.
Customer category: Assigns the customer a customer category with predefined financial settings.
Payment term: Default payment term for the customer, which is inherited to invoices and sales orders.
Support EAN invoicing: Specifies whether the customer should receive EAN invoices. If this is enabled, the EAN number must be filled in on the customer card.
Support sending by e-mail in general: Specifies whether the system generally supports sending e-mail to the customer.
Support printing: Specifies whether the customer supports printing of documents.
Support e-mail invoicing: Specifies whether invoices should be sent by e-mail to the customer.
Support printing of invoice: Specifies whether invoices should be printed for the customer.
Use cost price: Specifies whether cost price is used when selling to this customer instead of sales price.
Credit limit: Specifies the customer's credit limit. Can be inherited from the customer category or overridden individually with a specific amount limit.
Is customer reference required: Specifies whether a customer reference must always be entered on sales orders for this customer.
Is contact person required: Specifies whether a contact person must always be entered on sales orders for this customer.
Is requisitioner required: Specifies whether a requisitioner must always be entered on sales orders for this customer.
Currency: The customer's default currency for invoicing.
Default sales price type: The price type used by default when selling to this customer.
Suppress reminders: Specifies whether reminders should be suppressed for this customer.
Reminder run fee account: The financial account that is charged the reminder fee for this customer.
Default org. unit: The default organizational unit for the customer, used for invoicing and sales orders.
Force mass invoicing for sales order: Specifies whether sales orders for this customer should always be mass invoiced.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Customer setup
This article explains how you access and use customer setup in Sapera
Customers (list)
The Customers (list) report gives a consolidated overview of your customers' master data. Learn what the list shows, how to filter on a single customer number, and where to start the report in Financial.
