Managing Customers

Managing customer information effectively helps you maintain accurate shipping details, track customer relationships, and organize your customer base. OmniOrders provides complete tools for customer management including addresses, contacts, and group assignments.

Quick Tip

Each customer can have multiple addresses and contacts. Mark one address as “main” to set it as the default for new orders.

Why Does Customer Management Matter?

Accurate customer records are the foundation of reliable order fulfillment. OmniOrders lets you create, update, and organize customers with multiple addresses and contacts per account, group them for easier management, and ensure every order ships to the right destination every time.

Accurate Shipping

Maintain correct shipping addresses to ensure orders reach the right destinations every time.

Contact Information

Store multiple contacts per customer for billing, shipping, and account management communications.

Organize Customers

Use groups to categorize customers by type, region, or business relationship for better management.

Faster Order Entry

Pre-saved customer information speeds up manual order creation and reduces data entry errors.

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Creating a New Customer

Add customers to your system for manual order entry or to track shipping information.

1. Navigate to Customers

   Click Communication in the sidebar menu, then click Customers to open the customers list.

2. Open Create Dialog

   Click the New customer button at the top of the page.

3. Enter Customer Information

   Fill in the customer details in the form:

   Customer Section:

   • Name: Customer or company name (required)
   • Code: Unique customer code for your internal reference (optional)

   Address Section:

   • Address 1: Primary street address (required)
   • Address 2: Apartment, suite, or additional address line
   • Address 3: Extra address field if needed
   • Country: Select the country from the dropdown
   • City: City name
   • State: State or province
   • Postal Code: ZIP or postal code
   • Check Main to set this as the default address

   Contact Section:

   • Company: Contact’s company name
   • First Name: Contact’s first name
   • Middle Name: Contact’s middle name (optional)
   • Last Name: Contact’s last name
   • Email: Contact email address
   • Phone Number: Full phone number with country code
   • Fax: Fax number (optional)
   • Birthday: Contact’s birthday (optional)
   • Notes: Additional notes about this contact

4. Save Customer

   Click Create to save the new customer. The system creates the customer, address, and contact in one step.

5. Verify Success

   A success message appears and the customer is added to your list.

Required Fields

Name, Address 1, City, Country, and at least one contact’s basic information (First Name, Last Name, Email) are required to create a customer. Code is optional.

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Viewing and Finding Customers

The customers list shows key information at a glance with powerful filtering.

Customer List Columns

The customers table displays:

• Name: Customer or company name
• Address 1: Primary street address
• City: City from main address
• Country: Country from main address
• Contact Full Name: Primary contact name
• Customer Email: Primary contact email
• Customer Phone: Primary contact phone number

Filtering Customers

Use the filter fields at the top of each column to quickly find customers:

• Name: Filter by customer name (starts with match)
• Address: Filter by street address (contains match)
• City: Filter by city name (starts with match)
• Country: Filter by country (starts with match)
• Contact Name: Filter by contact full name (starts with match)
• Email: Filter by email address (contains match)
• Phone: Filter by phone number (contains match)

Type in any filter field and the table updates instantly to show matching customers.

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Editing Customer Details

Update customer information including basic details, addresses, contacts, and group assignments.

Accessing Customer Details

1. Open Customer Record

   Click any row in the customers table to open that customer’s detail view.

2. View Customer Overview

   The detail page shows:

   • Customer name and code in the header
   • Three tabs: Address, Contacts, and Groups

3. Edit Basic Information

   Click the three-dot menu (⋮) in the header and select Edit to modify the customer name or code.

Managing Addresses

Switch to the Address tab (shown by default) to view and manage customer addresses.

Adding New Addresses:

1. Open Add Form

   Click the New Address button above the addresses table.

2. Enter Address Details

   Fill in all address fields (Address 1, City, State, Postal Code, Country).

   Check the Main checkbox if this should be the default address.

3. Save Address

   Click Create to add the address to this customer.

Editing Addresses:

• Click the Edit icon (pencil) next to any address
• Update the address information
• Click Save to confirm changes

Deleting Addresses:

• Click the Delete icon (trash) next to the address
• Confirm the deletion in the dialog

Main Address

Each customer should have at least one address marked as “main” - this is used as the default shipping address for new orders.

Managing Contacts

Switch to the Contacts tab to manage people associated with this customer.

Adding New Contacts:

1. Open Add Form

   Click the New Contact button above the contacts table.

2. Select Address

   Choose which customer address this contact is associated with from the dropdown.

3. Enter Contact Information

   Fill in the contact details:

   • First Name, Middle Name, Last Name
   • Email and Phone Number
   • Company name (optional)
   • Fax, Birthday, Notes (all optional)

4. Save Contact

   Click Create to add the contact.

Editing Contacts:

• Click the Edit icon next to any contact
• Update the contact information
• Click Save to confirm

Deleting Contacts:

• Click the Delete icon next to the contact
• Confirm the deletion

Contact Organization

Contacts are linked to specific addresses. This helps you maintain separate billing and shipping contacts when needed.

Managing Customer Groups

Switch to the Groups tab to assign customers to organizational groups.

Adding to Groups:

1. Open Add Form

   Click the New Group button above the groups table.

2. Select Group

   Choose a group from the dropdown menu (groups must be created first - see Customer Groups section below).

3. Save Assignment

   Click Save to add the customer to this group.

Removing from Groups:

• Click the Delete icon next to the group assignment
• Confirm the removal

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Deleting Customers

Remove customers that are no longer needed.

1. Access Delete Option

   From the customers list, click the three-dot menu (⋮) next to the customer you want to delete.

   Or from the customer detail page, click the three-dot menu in the header.

2. Select Delete

   Click Delete from the menu.

3. Confirm Deletion

   Review the confirmation dialog and click OK to permanently delete the customer.

Permanent Deletion

Deleting a customer is permanent and cannot be undone. The customer’s addresses and contacts will also be deleted.

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Customer Groups

Organize customers into groups for easier management and filtering.

Accessing Groups

Click the Groups button at the top of the customers list to open the Customer Groups page.

Creating Groups

1. Open Create Dialog

   Click New Group at the top of the groups page.

2. Enter Group Details

   Provide a name and description for the group.

3. Save Group

   Click Create to save the new group.

Managing Groups

From the Customer Groups page:

• Edit: Click the edit icon to modify group name or description
• Delete: Click the delete icon to remove a group (customers are unassigned but not deleted)
• View Members: See which customers are assigned to each group

Group Uses

Common group examples: “Wholesale Customers”, “Retail Customers”, “VIP Clients”, “Regional - East Coast”, “Distributor Partners”

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💡 Best Practices

Use Meaningful Codes

Create customer codes that are easy to remember and search for, like “ACME-001” or “SMITH-JOHN”. This makes finding customers faster when creating orders.

Set Main Addresses

Always mark one address as “main” for each customer. This becomes the default shipping address when creating orders, saving time on order entry.

Keep Contacts Current

Regularly update contact information when customers notify you of changes. Outdated phone numbers and emails can delay order fulfillment.

Use Groups for Organization

Create groups based on how you do business - by customer type, region, pricing tier, or relationship. This makes filtering and reporting much easier.

Add Multiple Addresses

For customers who ship to multiple locations, add all addresses to their profile. Include office, warehouse, and home addresses as needed.

Document in Notes

Use the notes field in contacts to record important details like preferred contact times, shipping instructions, or account manager names.

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Troubleshooting Common Issues

Cannot Save Customer

Problem: The Create or Edit button is disabled or shows an error.

Solution:

• Check that required fields are filled in (Name, Address 1, City, Country)
• Verify the customer code is unique (no duplicate codes allowed)
• Check for validation errors displayed in red below form fields

Customer Not Appearing in List

Problem: A customer you added doesn’t show in the list.

Solution:

• Clear any active filters - click the filter fields and delete text
• Check if you’re searching for the right name or code
• Refresh the page to reload the customer list

Address Won’t Delete

Problem: Delete button is disabled or deletion fails for an address.

Solution:

• You cannot delete the last remaining address for a customer
• If contacts are linked to this address, delete or reassign the contacts first
• Try editing the address to a placeholder if you need to change the main address

Contact Email Invalid

Problem: System shows “invalid email” error when saving a contact.

Solution:

• Verify the email format is correct (must include @ and domain)
• Remove any spaces before or after the email address
• If no email is available, you can leave the field empty

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Next Steps

Now that you understand customer management, you might want to explore:

• Managing Orders - Use customer information when creating manual orders
• Customers Overview - Analyze customer order history and patterns
• Integrations Overview - Sync customers from your e-commerce platforms