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User Manual Customer master data Version 1.0 · Stable

Manual Customer records

The customer record carries the identity of the buying third party: unique code, company name, nature (individual / corporate), tax identity (CIN / tax ID), currency, payment terms and credit limit. It feeds the entire sales cycle.

Natures (individual / corporate)

Types (customer / reseller)

List columns

Search criteria

Overview

The customer record keeps your company's file of third-party buyers up to date. Each customer has a unique code, a company name / name, a nature (individual or corporate), a type (end customer or reseller), a billing currency and a geolocated address. It 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 details (tax ID / CIN)
Set currency, payment terms and credit limit
Feed quotes, orders, delivery notes, invoices and payments received

Target audience

Sales reps / order admin — create and qualify customers
Accounting — sets credit limits and monitors outstanding balances
Field sellers / mobile sales — SmartSeller customers, routes

Related pages in the Customers module

The record relies on Categories & groups, manages its Contacts & delivery addresses and consolidates into the Customer statement / outstanding balance.

Access and navigation

Left-hand side menu: 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.

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, nature, 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	Corporate	Customer	Dinars	50,000.000^TND
ECAR	South Reseller	28/01/2026	Corporate	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, South Reseller…).
Date	Date the record was created.
Nature	Individual (CIN) or Corporate (tax ID).
Type	End Customer or Reseller.
Currency	Customer's billing currency (Dinars, EUR, USD…).
Credit limit	Authorized credit limit, in the customer's currency.

Action bar

Import template

Downloads the Excel template file to fill in for bulk import.

Import Excel

Loads an .xls / .xlsx file to create several customers at once.

Export Excel

Exports the displayed list to a spreadsheet.

New

Opens the creation form (section 6).

Search

Opens the multi-criteria search dialog (section 5).

Multi-criteria search

The Search button opens a dialog filtering by Customer code, Type, Category, Nature, then — depending on the nature — by Tax ID (corporate) or CIN (individual), and by Country / Governorate / Delegation.

Searching by code, CIN or tax ID is more reliable than filtering on the label when customers share the same name. The tax field offered (CIN or tax ID) follows the chosen nature.

Create a customer

Click New. The form is organized into 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: *

Corporate

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:

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

Nature → tax field

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

Form fields

Field	Role	Required
Code	Unique identifier of the customer within the company.	Yes
Label	Company name / name displayed everywhere.	Yes
Type	End customer or Reseller (affects pricing).	Yes
Nature	Individual or corporate (determines CIN vs tax ID).	Yes
Tax ID	Tax identifier — corporate.	Depending on nature
Trade register	Trade register no. — corporate.	—
CIN	ID card — individual (8 digits in Tunisia).	Depending on nature
Category	Commercial classification (can be created on the fly).	Yes
Classification	Additional scale (Key account, SME…).	—
Currency	Billing currency; determines the number of decimal places.	Yes
Payment terms	Term (15 / 30 / 45 / 60 / 90 days).	—
Credit limit	Authorized outstanding balance ceiling, in the customer's currency.	—
VAT exempt	Indicates whether the customer is exempt (invoices without VAT).	—
Billing customer	Parent account to which documents are invoiced.	—
Country / Governorate / Address	Geolocated address (Google Maps).	Yes

The category and classification can be created without leaving the record ( button). Details in Categories & groups.

Excel import / export

1. Template — download the Excel template file and respect the column order (code, label, nature, tax details…).

2. Import — load the completed file; Swifto creates the customers in bulk and flags rows with errors.

3. Export — export the displayed list at any time for archiving or reprocessing.

Import best practices

First create your categories and classifications, check that codes are unique, then import: your dashboards and pricing will be consistent from the start.

Lifecycle (workflow)

flowchart LR
  A([Record creation
code + tax details]):::s --> B[Category / classification]:::p
  B --> C[Contacts & delivery
addresses]:::p
  C --> D[Selected in documents
quote → invoice]:::p
  D --> E([Statement & outstanding
balance updated]):::ok
  D -.->|balance > limit| K([Credit limit alert]):::ko
  classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d;
  classDef s fill:#E0F2FE,stroke:#0284C7,color:#075985;
  classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
  classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;

Business rules

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

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

Fixed currency — the customer's currency propagates to their documents and sets the number of decimal places; the credit limit is expressed in that 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.

Roles & permissions

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

Indicative matrix — each action is governed by the GClient privilege of the profile defined in your company.

FAQ & Tips

The Tax ID field isn't showing?

It only appears for the Corporate nature. 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 Search by code, CIN or tax ID — more reliable than filtering on the label when customers share the same name.

Tip — track the outstanding balance

After creation, monitor the customer statement / outstanding balance to compare the balance to the credit limit before authorizing a new sale.

Swifto ERP · Customer master data · User Manual v1.0

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