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Customer Setup

Add and edit customer (buyer) records such as pharmacies, hospitals, wholesalers, and medical stores.

How to Open

Menu → Setups → Customer

Keyboard Shortcuts

F1 Search F12 Save F5 Clear Esc Close

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Form Preview

Customer Setup Form — Customer Setup form — fields with a red left border are mandatory

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How to Use

➕ Adding a New Customer

Open Customer Setup from the menu
Fill in the Firm Name, Address, Town, Sub Town, and Category (these are required)
Add contact details and license information as needed
Press F12 or click Save
Confirm when prompted "Are you sure to save?"

✏️ Editing an Existing Customer

Press F1 or click Search
Find the customer by name in the search popup
Select the customer — their data will load into the form
Modify the fields you need to change
Press F12 or click Save

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Field Descriptions

Basic Information

Firm Name Required

The official name of the customer's business. This is the name that will appear on invoices, ledgers, and all reports.

Example: AL-SHIFA MEDICAL STORE

Contact Name Optional

The name of the shop owner or the main person you deal with at this customer.

Example: MR. AHMAD KHAN

Address Required

Full address of the customer's shop or business location. This is printed on invoices and used for GPS lookup.

Example: SHOP #5, MAIN BOULEVARD, GULBERG III, LAHORE

Location

Town Required

The main area or town where the customer is located. Select from the dropdown list. When you select a town, the Sub Town dropdown will automatically update to show only the localities within that town.

Sub Town Required

The specific locality, sector, or neighborhood within the selected town.

GPS Location Optional

The map coordinates of the customer's location. You can either:

Click the GPS Location link to automatically detect coordinates from the name and address
Click View to open the location on Google Maps

Classification & License

Category Required

The type of customer. Select one of the following:

RETAILER	Retail pharmacy or medical store (default)
INSTITUTE	Hospital, clinic, or medical institution
WHOLESALER	Wholesale buyer
DOCTOR	Individual doctor or practitioner
OTHER	Any other type of buyer

License # Optional

The drug license number issued by the Drug Regulatory Authority. This number may appear on invoices depending on your organization's settings.

Example: DL-LHR-2024-0518

Expiry Date Optional

The expiry date of the customer's drug license. Enter in DD-MM-YYYY format. If the license has expired, the system may show alerts when creating invoices for this customer.

Example: 31-12-2026

Contact Information

Phone 1, Phone 2, Phone 3 Optional

Up to three phone numbers for the customer — landline, mobile, or fax. Numbers only, up to 12 digits each.

Email Optional

The customer's business email address.

Tax & Registration

NTN Optional

National Tax Number from the Federal Board of Revenue (FBR). If a customer has an NTN, you can mark them as a Filer (see below).

Example: 1234567-8

STRN Optional

Sales Tax Registration Number. Customers without an STRN are considered unregistered and may be charged additional GST on their invoices.

CNIC Optional

National identity card number of the owner. Enter in the format XXXXX-XXXXXXX-X (13 digits).

Example: 35202-1234567-9

Filer Checkbox

Check this if the customer is a tax filer with FBR. Filers get a lower withholding tax rate on invoices compared to non-filers. This checkbox only applies when the customer has an NTN.

Adv. Tax Exempted Checkbox

Check this if the customer is fully exempt from advance withholding tax. When checked, no WHT will be calculated on their invoices regardless of filer status.

Account & Status

Balance Restricted

The current outstanding balance (amount owed by the customer). This field shows the receivable amount. When changed, a correction entry is automatically recorded in the customer's ledger for audit purposes.

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This field may be read-only depending on your user permissions. Only authorized users can manually adjust the balance.

Active Restricted

Controls whether this customer appears in dropdowns and reports. Checked = Active. Uncheck to hide the customer without deleting their data. Defaults to checked for new customers.

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This field may be read-only depending on your user permissions. Only authorized users can deactivate customers.

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Buttons

Button	Shortcut	What it Does
🔍 Search	F1	Opens a search window to find an existing customer by name. Select a customer to load their details for viewing or editing.
💾 Save	F12	Saves the current customer record. The system will check for duplicate entries and ask you to confirm before saving.
🧹 Clear	F5	Clears all fields and resets the form to add a new customer.
❌ Close	Esc	Closes the Customer Setup screen.

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Important Notes

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No Duplicate Customers: The system will not allow two customers with the same Firm Name + Address + Town + Sub Town combination.

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STRN Matters for Tax: Customers without an STRN may be charged additional GST. Make sure to enter the STRN for all registered customers.

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Don't Close Without Saving: If you close the form without pressing Save, your changes will be lost.

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GPS Auto-Detect: Click the red "GPS Location" link to automatically find the customer's map coordinates from their name and address — no need to enter manually.