Swifto ERP · Manual

1

Overview

The Customers module maintains your company's file of buyer third parties. Each customer has a unique code, a company name / name, an entity type (individual or company), a type (final customer or reseller), a billing currency and a geolocated address. This record is the foundation of every sales document: it is selected as early as the quote, and it automatically propagates the currency, payment terms and credit limit.

Business goal

Centralize the customer's identity and contact details
Carry the tax identity (tax ID / CIN)
Set currency, payment terms and credit limit
Track the outstanding balance and account statement

Target audience

Sales reps / Order admin — create and qualify customers
Accounting — sets limits and tracks the outstanding balance
Field sellers / mobile sales — SmartSeller customers, routes

Position in the cycle

The customer is upstream of the entire sales cycle. It is consumed by Quotes, Purchase orders, Delivery notes, Invoices and Collections, and appears in Complaints.

2

Access and navigation

Left-hand side menu: Third parties / Customers → Customers. The submenu also gives access to Categories, Groups, Contacts and the Account statement.

Swifto ERP — Customers menu

SWIFTO

Global dashboard

Customers

Customer Categories

Customer groups

Contacts

Customer account statements

Settings

Sales

Need help? Click here...

The list of customers opens on the right after the click.

3

List of customers

The page lists all of the company's customers. The table is paginated and filterable column by column; a Search dialog lets you filter by customer code, CIN, tax ID, category, type, entity type, location…

Customers › List

SWIFTO

Global dashboard

Customers

Customer Categories

Customer groups

Customer account statements

Settings

Sales

071 Mr Amine ABDELKEFI

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Customer management

Label⇅	Category⇅	Date⇅	Nature⇅	Type	Currency⇅	Credit limit⇅
EL MAZRAA	Wholesaler	12/02/2026	Company	Customer	Dinars	50,000.000^TND
ECAR	Reseller South	28/01/2026	Company	Reseller	Dinars	25,000.000^TND
BEN AMMAR Foued	Retail	05/01/2026	Individual	Customer	Dinars	0.000^TND

Table columns

Column	Description
Label	Customer's company name / name (filterable, sortable).
Category	Classification category (Wholesaler, Retail, Reseller South…).
Date	Record creation date.
Entity type	Individual (CIN) or Company (tax ID).
Type	Final Customer or Reseller.
Currency	Customer's billing currency (Dinars, EUR, USD…).
Credit limit	Authorized credit limit, in the customer's currency.

Multi-criteria search

The Search button opens a dialog filtering by Customer code, Type, Category, Entity type, then depending on the entity type by Tax ID (company) or CIN (individual), and by Country / Governorate / Delegation.

Excel import / export

The action bar offers a downloadable import template, bulk import of an .xls / .xlsx file and Excel export of the list.

4

Create / edit a customer

Click New. The form is organized in two columns (identity & classification on the left, commercial terms on the right), followed by the geolocated address and GPS coordinates.

New customer

Customer

Code : *

CLI-00128

Label : *

EL MAZRAA

Type : *

Customer

Nature : *

Company

Fiscal number :

1234567 A/M/000

Trade register :

B01234562026

Category : *

Wholesaler

Classification :

Key account

Method of payment :

30 days

Currency : *

Dinars

Credit limit :

50,000.000

Exempt from VAT :

No

Billing customer :

— (parent)

Address & GPS coordinates

Country : *

Tunisia

Governorate : *

Sfax

Postal code :

3000

Address : *

Route de Gabès Km 4, Sfax

Phone :

+216 74 000 000

Email :

contact@elmazraa.tn

Latitude :

34.7406

Longitude :

10.7603

Main fields

Field	Role	Mandatory
Code	Unique identifier of the customer within the company.	Yes
Label	Company name / name displayed everywhere.	Yes
Type	Final customer or Reseller (affects pricing).	Yes
Entity type	Individual or company (drives CIN vs tax ID).	Yes
Tax ID	Tax identifier — company.	Depends on entity type
CIN	Identity card — individual (8 digits in TN).	Depends on entity type
Category	Business classification (can be created on the fly).	Yes
Currency	Billing currency; drives the number of decimals.	Yes
Payment terms	Term (15 / 30 / 45 / 60 / 90 days).	—
Credit limit	Authorized outstanding balance ceiling, in the customer's currency.	—
Country / Governorate / Address	Geolocated address (Google Maps).	Yes

Entity type → tax field

Choosing Company displays Tax ID + Trade register; choosing Individual displays the CIN (8 digits validated in Tunisia). Both blocks display dynamically based on your choice.

5

Customer categories & groups

Two levels of classification complete the customer record:

Customer categories

Mandatory classification of each customer (Wholesaler, Retail, Reseller South…). Used as a filter and a pricing criterion. A category can be created directly from the customer form ( button).

Customer groups

Cross-cutting grouping (by name, potentially by category / governorate / sales reps) used for bulk actions: promotions, campaigns, sales assignment.

Additional classifications

Concept	Description
General classification	Shared scale (e.g. Key account, SME, Individual).
Internal classification	Company-specific scale, can be created on the fly.
Billing customer (parent)	Links a customer to a central billing account (subsidiary → parent company).

Category and classification can be created without leaving the customer record ( button next to the dropdown menu), avoiding back-and-forth data entry.

6

Contacts & delivery addresses

A customer (often a company) has several contacts and can be delivered to several addresses different from its head office.

Customers › Contacts

Contacts

	Contact⇅	Position⇅	Customer⇅	Mobile phone⇅	Email⇅
	BEN SALEM Karim	Purchasing manager	EL MAZRAA	+216 98 111 222	k.bensalem@elmazraa.tn
	TRABELSI Rania	Accountant	ECAR	+216 22 333 444	r.trabelsi@ecar.tn

Contacts

Each contact has a last name / first name, a position (Purchasing manager, Accountant…), a mobile number and an email, and remains linked to its customer.

Delivery addresses

Additional addresses (warehouse, point of sale, job site) selectable on the delivery note, distinct from the head office / billing address.

7

Customer statement / outstanding balance

The Account statement screen consolidates, by customer and by period, the total invoiced, paid, the balance due and the outstanding balance. A customer's detail view also shows the total advances.

Outstanding balance = the amount of documents not yet paid by the customer at a given time. Compared against the credit limit to decide whether to authorize a new sale.

Balance due = total invoiced − total paid over the period. Exportable as PDF (official account statement).

The statement is automatically fed by the customer's invoices, delivery notes and collections / advances.

8

Lifecycle (workflow)

flowchart LR
  A([Customer creation
code + tax identity]):::s --> B[Quote / Proforma invoice]:::p
  B --> C[Purchase order]:::p
  C --> D[Delivery note
stock decremented]:::st
  D --> E[Sales invoice]:::p
  E --> F([Collection / Advance]):::ok
  F --> G[(Statement & outstanding
updated)]:::ok
  E -.->|outstanding > limit| K([Credit limit alert]):::ko
  classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d;
  classDef s fill:#E0F2FE,stroke:#0284C7,color:#075985;
  classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
  classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
  classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;

9

Business rules

Uniqueness of the code — the customer code must be unique within the company; it identifies the third party in all documents.

Tax identity based on entity type — company ⇒ tax ID + trade register; individual ⇒ CIN (8 digits in Tunisia).

Fixed currency — the customer's currency propagates to its documents and sets the number of decimals; the credit limit is expressed in this currency.

Multi-tenant isolation — each company only sees its own customers; access by identifier is controlled (anti-IDOR) and multi-domain setups can separate customer files by domain.

10

Roles & permissions

Action	Sales rep / Order admin	Accountant	Field seller	Admin
View	✅	✅	✅	✅
Create / edit	✅	—	—	✅
Set the credit limit	—	✅	—	✅
Assign (sales rep / zone)	✅	—	—	✅
Reset / activate password	—	—	—	✅
Bulk import	✅	—	—	✅
Delete	—	—	—	✅

Indicative matrix — each action is governed by the GClient privilege (creation, deletion, activation, reset…) of the profile defined in your company.

11

FAQ & Tips

The Tax ID field isn't showing?

It only appears for the Company entity type. For an individual, the CIN field is offered instead.

Can't save: "code already in use"?

The customer code must be unique. First search for the existing customer via the code before creating a new one.

Finding a specific customer

Use the Search by code, CIN or tax ID — more reliable than filtering by name in case of similarly named customers.

Tip — create your categories first

Define your categories and classifications upfront, then import your customers via Excel: your dashboards and pricing will be consistent from the start.

Customers manual

Overview

Business goal

Target audience

Access and navigation

List of customers

Table columns

Create / edit a customer

Main fields

Customer categories & groups

Customer categories

Customer groups

Additional classifications

Contacts & delivery addresses

Contacts

Delivery addresses

Customer statement / outstanding balance

Statement — EL MAZRAA · 01/2026 → 06/2026

Lifecycle (workflow)

Business rules

Roles & permissions

FAQ & Tips