Customers and portal

You add a customer via Relations › Customers and enter at least the name and the contact and address details required for your process.

1. Go to Relations and choose Customers (or Suppliers).
2. Add a relation or open an existing one.
3. Enter the name, contact and address details.
4. Check the financial details, payment terms, VAT and any price list.
5. Use the tabs for addresses, contacts, notes, sales and additional details.

For each customer you can record credit limits, discounts, delivery addresses and loyalty points, among other things.

Yes. With the Use account types setting you distinguish between customers, prospects and suspects.

This way you keep potential customers in the same customer management as your existing customers, with their contacts, addresses and notes.

With Use sales managers you assign relations to a sales manager and filter on them. With Own user as default sales manager, the logged-in user is suggested automatically for new relations.

You record contacts and extra addresses on the customer's tabs, alongside the general customer details.

A customer can have several delivery addresses and contacts. On orders, the Separate fields “invoice to”, “ordered by” and “deliver to” setting shows these roles as separate fields. Note: some accounting integrations require these relations to be the same.

With Use first and last name you split personal names, and with Postcode in capitals entered postcodes are normalised.

Yes. When you enter or change a VAT number, Count-IT checks the format and, where available, the check digits for the chosen country. An online check via VIES follows.

You must correct an error in the format or check digits. Correct check digits do not prove that the number is actually registered for VAT; only VIES confirms that. If the online check does not confirm the number, Count-IT may ask whether you want to continue anyway.

Greek VAT numbers are stored and shown with the country code EL.

You give a customer their own prices with a direct customer price on the product, with a price list linked to the customer, or with a discount on the customer.

You link a price list by opening it, adding the customer under the customer links and checking the validity period. Make sure the list does not unintentionally apply to everyone as well.

A direct customer price takes precedence over all price lists. After that come the customer price list, the default price list, general price lists and the regular price with discount. After setting this up, test a transaction with that customer. More on pricing can be found under products and pricing in the knowledge base.

In the customer portal, a customer with their own login can order via order lists, view orders and invoices, pay online and manage mandates.

Depending on your setup, support tickets and trainings are also available. You decide exactly what a customer sees with permissions: the Default permission group for customers setting gives new portal users the chosen basic permissions.

Prices in the portal follow the same price order as the rest of Count-IT, including customer prices, price lists and volume tiers. With Prices excluding VAT in portal you show prices excluding VAT, which is handy for business customers. Also read about Count-IT for wholesalers.

An order list shows the products a customer can order; with the heart next to a product, the customer adds it to their favourites.

With Favourites only the customer filters products within the existing tabs. Favourites are saved per user and are also available in another browser; they are not shared with other users of the same customer.

With Search the customer finds products by name or item number across the whole category. A selection not yet placed is kept in the same browser, even after logging out. Under Settings › Orders › Order list you choose between a list and a grid with product images.

Yes. If copying is allowed, the order list shows the Copy products from last order button.

It opens an overview of the last ten orders with date, order number and total. With Show products the customer first views the products and quantities; with Copy and a confirmation they replace their selection with that order.

Count-IT uses the current prices and tiers, not the prices from the old order. Products that can no longer be ordered are reported on confirmation and not taken over. You switch this function on with the Copy last order setting.

Yes. When completing the order list, the customer can fill in Your reference / PO number.

This field is optional and appears on the order, the delivery note and the invoice. This makes it easy for your customer to match the delivery and invoice with their own purchase order.

On a combined invoice, the references of the underlying orders are joined with commas. Empty and duplicate values are skipped.

Under Settings › Orders › Order list you choose, for Variations, between Separate products (default) and Variation choice.

• Separate products: each orderable variation appears separately in the list and the main product stays hidden.
• Variation choice: the customer sees the main product, expands the variations with Choose variation and enters a quantity per variation.

If a variation has no image of its own, Count-IT uses the main product's image. The order list shows up to 250 products per page per category; use Back and Next to browse further.

Yes. With a linked online payment provider, such as Mollie or Pay., a customer can pay orders and invoices online.

This requires:

• an active online payment provider and a payment method set up for it;
• general permission for online payment;
• permission for the document type, such as invoices or orders;
• an email template or public view with a payment link.

You will find these settings under Settings › Financial › Online payment. Linking a provider to a payment method does not switch them on automatically. A fully paid invoice does not get a new payment link.

Yes. With the Allow mandate payment setting you can collect payments by direct debit using a valid mandate from the customer.

Mandates are also visible in the customer portal, so the customer can see which mandate they have given. Direct debit is one of the payment methods you can set up in Count-IT, alongside cash, card and online payment, for example.

For a recurring order, check which payment method is suggested by default, so that recurring orders are paid with the right method.

Yes. Suppliers can get their own login for the Count-IT supplier portal.

Via the portal, suppliers can place their products under product groups that you open up for this. To do so, set the Can be used by suppliers option on the product group to Yes.

This is handy if, for example, you sell products from several suppliers in your shop. For that situation Count-IT also has commission settings per supplier, so you can settle turnover and commission per supplier.

Yes. Count-IT supports intake forms that you record per customer and can link to products or treatments.

With the Show intake forms setting, an Intake forms tab appears on the customer with the completed forms. With Link to intake forms and Link treatments to intake forms you link forms to products or treatments.

This lets you, for example, record the customer details you need before a treatment and find them again later on the customer.

Yes. With the Show signing setting you make the customer's signature part of the order process.

With Name field when signing, Count-IT also asks for a name alongside the signature, and with Name required when signing the signing cannot be completed without a name.

Customers can also sign quotes online via the link in the email. Your company then receives an email saying the quote has been signed.

Yes. With Customer notes as till pop-up, the till shows a customer's notes as a warning as soon as you select that customer.

In addition, the Outstanding invoices pop-up can show a notification about outstanding invoices: always, only when the credit limit is exceeded or only for overdue invoices.

With Zero as no credit you decide how a credit limit of zero is treated. This prevents you from unknowingly selling on account to a customer with overdue payments.

Yes. Under Relations › Settings › Customers, set Email address - Required to Yes; by default it is set to No.

A valid email address is then required when you add or edit a customer via the customer form, including existing customers who do not yet have an email address.

The setting does not apply to relations that are suppliers only, to contacts, to the separate invoice email address, to imports or to automatic integrations.