Customers

The Customers screen holds the businesses you ship goods to. In SolaStock, a customer is used by fulfillment: you pick it on sales orders and sales returns, its name is stamped on shipped serial numbers, and recalls use it to show who received affected stock.

SolaStock customers are fulfillment contacts only. They hold no balances, invoices or payments. Billing happens in SolaCount (see How it connects).

Who uses it: sales coordinators and warehouse managers who create sales orders, and anyone who records customer returns.

Where to find it

The Sales / Fulfillment group is shown when:

• your organization's plan includes sales fulfillment. Without it, actions are refused with "This SolaStock feature is not available for the current plan or entitlement state."
• your role has View sales orders & fulfillment.

Creating and editing customers uses the sales order permission, Create / edit / confirm / cancel sales orders. Without it, New customer and Edit are greyed out. Hover them to see "You do not have permission for this action."

Screen tour

The customer list

The page title is Customers.

There are no row menus, bulk actions or export on this screen.

Empty and error states

The customer detail page

The heading shows the customer name with an Active or Inactive badge, and Edit on the right. The panel below lists Code, Email, Phone, Address, Tax number, Currency, Payment terms and Notes (— when empty).

If the customer cannot be opened you see Customer unavailable — "The customer could not be found or loaded for this organization."

Add a customer

1. Go to Sales / Fulfillment → Customers and click New customer.

2. Fill in the form:

   Field	Required	Rules / defaults	Notes
   Code	Yes	Up to 50 characters. Must be unique in your organization.	A short reference such as CUS-GULFSTAR. Shown first in pickers ("CUS-GULFSTAR · Gulf Star Supermarkets LLC").
   Name	Yes	Up to 191 characters.	Copied to sales orders and returns as the customer name.
   Email	No	Must be a valid email address. Up to 191 characters.	Shown in the list.
   Phone	No	Up to 50 characters.
   Address	No	Up to 500 characters.	For reference. It is not copied to shipments automatically; you type the ship-to address on the shipment.
   Tax number	No	Up to 100 characters.	The customer's TRN.
   Currency	No	Free text, up to 10 characters.	For example AED. For reference only; the order currency is chosen on the sales order.
   Payment terms	No	Free text, up to 100 characters.	For example "30 days". For reference only.
   Status	—	Active is ticked by default.	Untick to make the customer inactive.
   Notes	No		Internal notes.

3. Click Create customer. You see "Customer created." and the customer's detail page opens.

To leave without saving, click Cancel.

If saving fails

Edit a customer

1. Open the customer and click Edit (top-right).
2. Change any field.
3. Click Save changes. You see "Customer updated."

If the customer cannot be loaded for editing you see Customer could not be loaded — "Try loading the customer again before editing it." with Try again.

Changing a customer's name does not rename existing sales orders or returns. Each document keeps the name it was saved with.

Deactivate a customer

There is no delete. To stop using a customer:

1. Open the customer and click Edit.
2. Untick Active under Status.
3. Click Save changes.

Inactive customers are no longer offered in the Customer picker on sales orders and returns. Existing orders, shipments and returns keep showing the customer. Tick Active again to bring the customer back.

Statuses

Permissions

Customers are shared across the organization. They are not limited by warehouse, so everyone who can open the screen sees every customer.

Custom roles are set up in Settings → Custom Roles and assigned in Admin → Team access. See Team access.

Worked examples

Example 1: add a new customer (everyday)

Sara Khan, sales coordinator at Al Noor Trading LLC, receives a first order from a new supermarket.

1. Sales / Fulfillment → Customers → New customer.
2. Code CUS-GULFSTAR, Name "Gulf Star Supermarkets LLC", Email orders@gulfstar.ae, Phone +971 4 555 0142, Address "Warehouse 7, Al Quoz Industrial 3, Dubai", Tax number 100234567800003, Currency AED, Payment terms "30 days". Active stays ticked.
3. Create customer → "Customer created."

The list now shows CUS-GULFSTAR · Gulf Star Supermarkets LLC · orders@gulfstar.ae · Active, and the customer appears in the Customer picker on New sales order.

Example 2: a customer through the whole fulfillment cycle

1. Sara creates sales order SO-000031 for CUS-GULFSTAR · Gulf Star Supermarkets LLC: 40 cartons of Water 500ml x24 and 2 Barcode Scanner BS-200 (serial-tracked) from Dubai Main. The order's Customer shows "Gulf Star Supermarkets LLC". See Sales Orders.
2. On the shipment she types the ship-to address from the customer card ("Warehouse 7, Al Quoz Industrial 3, Dubai"), sets Warranty months to 24, and posts it on 6 October 2026.
3. The two scanners' serial numbers (BS200-0091, BS200-0092) now show Owner "Gulf Star Supermarkets LLC" and Warranty until 2028-10-06 on their serial detail pages (Traceability → Serial Numbers).
4. A month later Gulf Star returns one scanner. Sara creates a sales return, picks CUS-GULFSTAR as Customer, and the return list shows "Gulf Star Supermarkets LLC" in the Customer column. See Sales Returns.
5. Gulf Star closes its Dubai branch. Sara edits the customer, unticks Active and saves. Old orders still show the customer; new orders cannot select it.

How it connects

Tips and common problems

Related

• Sales Orders · Picking · Packing · Shipments · Sales Returns
• Traceability · Team access · SolaCount integration
• SolaCount customers