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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

F2 Search F12 Save F5 Clear Esc Close

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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 F2 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

🧾 Updating Filer Status from the FBR List

Download the current Active Taxpayer List from FBR — one Excel workbook. Use it as downloaded; do not open and re-save it in Excel.
Click Filer Status (ATL). Before it asks for the file, it checks your customers for duplicate NTN or CNIC.
If duplicates are listed, correct them first. Double-click a row to load that customer into this screen, fix it and press F12. When they are all done, open the screen again and press Re-check.
Click Select File... and choose the workbook. Reading it takes about a minute and shows a progress bar — you can press Cancel at any point and nothing will have changed.
Read the summary: how many customers become filers, how many become non-filers, and how many are unchanged. The list shows every customer that would change and why.
Click Apply and confirm. The customer being written is highlighted as it goes.

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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 "Balance Correction" entry is automatically recorded in the customer's ledger for the difference: an increase is posted as a debit, a decrease as a credit.

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

Credit Limit

The most this customer is allowed to owe. Enter 0 for no limit, which is where every customer starts. While a limit is set, a sale invoice that would push the customer's Balance above it is refused at save, on this screen's own figure — the Balance above, not the Customer Outstanding report, which counts unpaid bills only and can differ.

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No one can override a credit limit, including ADMINISTRATOR. To invoice a customer who has reached theirs, either receive money against their outstanding bills or raise the limit here. Unlike Balance, this field needs no special permission.

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	F2	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.
📥 Import Master Data	—	Loads Towns, Sub Towns and Customers from an Excel file produced by Export Master Data on the Customer List screen of another DFS database. The file is checked in full before anything is written, and you see a summary to confirm. Requires the Allow master data import/export right.
🧾 Filer Status (ATL)	—	Updates the Filer tick for every active customer from the FBR Active Taxpayer List. Checks for duplicate NTN or CNIC first, then reads the workbook you downloaded from FBR. Nothing is written until you approve the summary. Requires the Allow filer status update from FBR Active Taxpayer List right, which an administrator ticks on User Group Setup.
❌ 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.

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Filer status is matched on NTN or CNIC. FBR lists a company under its NTN but a sole proprietor under the CNIC they registered with, so both are checked. A pharmacy registered in the owner's name is usually found by its CNIC, not its NTN — which is why keeping the CNIC accurate matters as much as the NTN.

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Anything not found becomes a non-filer. That includes customers whose NTN and CNIC are both missing or unusable — entries like NO-TAX or NEED DATA are not identifiers and cannot be looked up. Filer status decides withholding tax, so check the summary before you approve it.

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Duplicate NTN or CNIC must be fixed first. If two active customers share an identifier but disagree about filer status, the screen stops and lists them before asking for a file — whatever FBR says would otherwise overwrite one of the two without anyone seeing it. Each is listed with its address, because duplicates usually carry the same name. Double-click a row to load that customer here and correct it; when they are all done, press Re-check. Two branches genuinely owned by one person are fine and do not stop anything — only a disagreement does.

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A filer tick you set by hand will not survive the next ATL run. The published list is treated as the authority, so the weekly update overwrites manual changes. If a customer is wrong, correct their NTN or CNIC rather than the tick.

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Only what changed is written. Customers already holding the right status are left untouched and keep their own edit history; the ones the run changed are stamped ATL so you can tell them apart afterwards. Reading the list takes about a minute and can be cancelled at any point — nothing is written until you approve the summary.

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Use the file exactly as FBR published it. Opening the workbook in Excel and saving it changes how the text is stored inside, and the update will refuse it rather than risk reading it wrongly. There is no limit on how many customers one run may change — the first run on a database whose filer ticks were never kept up can change most of them — so always read the summary before pressing Apply.

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You can prepare the file by hand. Start from a file produced by Export Master Data on the Customer List screen, clear the rows and type your own. Columns are matched by their heading and may be reordered, but every heading must be present and spelled exactly as exported. Do not change the ID columns of records that already exist here.

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Import Master Data — how records are matched: by their ID. A Town, Sub Town or Customer whose ID already exists here is ignored — it is not added again and the existing record is never changed. Everything that is imported keeps the ID it had in the source company, so existing codes and paperwork stay valid. Importing the same file twice therefore does nothing the second time.

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Check who you are importing into. The confirmation names the organization you are about to import into, and the organization the file came from. Loading a file into the wrong company adds another client's customers to it, and there is no undo — take a backup before your first import.

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If an ID means something else here: suppose the file has Town 5 = LAHORE but Town 5 in this database is KARACHI. The town is ignored, and the file's Sub Towns and Customers are attached to KARACHI, because they are linked by ID. The confirmation tells you how many records are affected and the result report names both. Check these before you confirm — this is the one case where an import can put customers in the wrong town. It cannot happen when importing into a new, empty company.

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All or nothing. The whole file is checked before anything is written. If any row has a problem — a name that is too long for this database, an invalid Category or Town Type, a missing ID, the same Customer ID twice, or two rows that describe the same Town differently — nothing is imported and the report lists every problem. Fix the file and import again.

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Imported customers start at zero. Balances are not carried by the file, and no ledger entry is created. Neither are representative assignments — assign those in Representative afterwards. Imported records are stamped as Migration in their "entered by" field, so you can tell them from records typed by hand.

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Read the result list before closing it. It is shown on screen only and is not saved anywhere. Auditing is switched off while the import runs — deliberately, because it would otherwise write tens of thousands of log rows and take minutes instead of seconds — so once you close the window the record of which records were ignored is gone. What remains is a one-line entry on the Error Log tab of the Help screen, and those are removed after 30 days. Imported records stay identifiable at any time by their "entered by" value of Migration.

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After importing: this DFS refreshes its own Town, Sub Town and Customer lists immediately. Other DFS clients must be restarted to see the new master data. Large imports are best run when nobody else is editing customers or towns.