How To: Create New Retail Customer
Table Of Contents
Create a Retail customer record to store customer details, contact information, marketing preferences and pricing information within Khaos Control.
If you are licensed for KPAF (Keystone Postcode Address File), the address can be populated automatically using a postcode lookup.
Prerequisites
- If you want to automatically populate customer addresses, you must be a licensed KPAF (Keystone Postcode Address File) user.
Create the Customer
- Open a Customer screen (show me how).
- Press Ctrl + N or click New.
Optional: Use KPAF Address Lookup
If you use KPAF:
- Click the postcode lookup button or press F4.
- Enter the postcode in the Search field and press Enter.
- Enter the property number in the # field.
- Click OK.
NoteThe address will automatically populate the New Customer dialog.
Enter Customer Details
Complete the required information in the New Customer dialog.
Fields shown in bold are mandatory or have a system-assigned default value.
Customer Information
| Field | Description |
|---|---|
| URN | The Unique Reference Number. Khaos Control automatically suggests the next available number, although this can be overwritten if required. |
| Title | Customer title. |
| Forename | Customer first name. |
| Surname | Customer surname. |
NoteIf you want Khaos Control to treat the surname as blank, enter a single full stop: .
Address Information
If you are not using KPAF, manually enter the address details.
The following fields are mandatory:
- Address Line 1
- Town
- Postcode
NoteIf you intentionally want Khaos Control to treat one of these fields as blank, enter: .
Contact Information
Enter any available contact details:
- Mobile number
- Telephone number
- Fax number
- Email address
NoteTelephone numbers are not mandatory, but Khaos Control will warn you if neither a telephone nor mobile number has been entered.
Email Validation
When entering an email address, Khaos Control checks that:
- No spaces are present.
- The address follows a valid format: [TEXT]@[TEXT].[TEXT]
Customer Settings
Configure the customer's settings as required:
| Field | Description |
|---|---|
| Country | Select the customer's trading country. |
| Class | Select Retail. |
| Type | Select the appropriate customer type. |
| Mailing | Select the customer's mailing preference. |
Marketing and Pricing
If applicable:
- Select a Source Keycode.
- Select a Price List.
NoteKhaos Control will allow a Source Keycode that does not match the customer class, but it will not be applied automatically to new sales orders.
Mailing List Subscription
Tick Mailing List if you would like the customer added to your email marketing subscriber list.
This automatically enables the E-Mailing List Subscriber option on the [ Customer | Detail | Address ] tab.
NoteRunning: [ File | Health Check ]allows you to identify customer and supplier records where:
- E-Mailing List Subscriber is ticked.
- No email address has been entered.
Save the Customer
- Review the information entered.
- Click OK to save the customer record.
Additional Information
Automatic Data Cleanup
When the customer is saved:
- Trailing spaces are removed from contact fields.
- Trailing spaces are removed from address fields.
Missing Contact Details
If neither a mobile number nor telephone number has been entered, Khaos Control will display a warning before saving.
Tips
- Use KPAF where possible to improve address accuracy.
- Capture an email address whenever available to support marketing and automated communications.
- Ensure the correct customer class is selected, as this may affect pricing, reporting and promotions.
- Regularly run the Health Check to identify incomplete customer records.