Customer Master

The header fields are always visible above the tabs.

Company?

Check this box if the customer is a business entity. When checked, the Name field is used as the primary identifier. When unchecked, First and Last name fields are shown instead, and the Name field auto-fills as “Last, First”.

Name

The customer's display name. For companies, enter the full business name (up to 62 characters). For individuals, the name is auto-generated as “Last, First”.

First

First name for individual (non-company) customers.

Last

Last name for individual (non-company) customers.

Number

Unique customer number (up to 12 characters). Enter # to auto-generate on save. Used in lookups, reports, and cross-references throughout Quasar.

Type

The Customer Type classification. Changing the type copies all of the type's defaults (AR account, terms, credit limit, service charge, price level, statement flags, and transaction permissions) to this customer's record. You can then override any value individually.

Reference

Reference string for cross-referencing or notes (optional).

Status

Transaction status. Controls posting and visibility in lists.

Date

Posting date for the transaction. Defaults to today.

Time

Time of posting. Auto-filled from the system clock.

Work Date

Work date for the transaction (may differ from posting date).

Shift

Shift assignment for labour or shift-based reporting.

Store

Store where the transaction is posted. Defaults to current store.

Station

Workstation or terminal where the transaction was entered.

Employee

Employee who created or is responsible for the transaction.

Memo

Free-form memo or notes attached to the transaction.

Quick-edit fields for the customer's primary address (the first address in the address list). Changes here are automatically synced with the full address editor on the Address & Loyalty tab.

Contact

Contact person at the primary address.

Street

Street address. A second line is available for suite, unit, or building information.

Street Line 2

Second address line for suite, unit, apartment, or building information.

City

City name.

Prov/State

Province, state, or region.

Postal/Zip

Postal code or ZIP code.

Country

Country name.

Phone #

Primary phone number.

Phone2 #

Secondary phone number.

Fax #

Fax number.

WhatsApp

WhatsApp phone number for business messaging.

Email

Email address.

Web Page

Website URL.

Financial controls and account settings. All fields here default from the Customer Type but can be overridden.

Store

The store this customer belongs to. In a multi-store environment, restricts the customer to transactions at this store only.

Patronage Group

Optional patronage group for co-op dividend tracking. Read-only if assigned at the group level. See the Patronage Group Master.

AR Account

The Accounts Receivable GL account for this customer. All invoices, payments, and returns post to this account. Inherited from the Customer Type.

Grace Period Type

How the grace period is calculated before service charges apply. Mutually exclusive with Terms:

None — Uses payment Terms instead (Terms field enabled).
From Posted Date — Grace counted from invoice post date (Terms disabled).
From Statement Date — Grace counted from statement print date (Terms disabled).

Grace Period Days

Number of grace days before service charges apply. Only enabled when Grace Period Type is not “None”.

Default Terms

Payment Terms (e.g. Net 30, 2/10 Net 30). Controls invoice due dates and early-payment discount calculations. Only enabled when Grace Period Type is “None”.

Tax Exempt

Default tax exemption. When set, invoices for this customer auto-apply this exemption, zeroing the applicable tax lines. Leave blank for fully taxable customers.

Credit Limit

Maximum outstanding AR balance allowed. When Check Withdraw Balance is enabled, the POS warns or blocks transactions exceeding this limit. Set to $0.00 for no limit.

Credit Hold?

When checked, the customer is placed on credit hold. New charge transactions will be blocked until the hold is removed.

Service Charge

Annual percentage rate for overdue balance charges. Applied when the Service Charges routine is run. Set to 0% to exempt this customer.

Require Statements?

When checked, includes this customer in batch statement printing.

Email Statements?

When checked (only available when Require Statements is checked), sends statements via email instead of printing.

PIN

Optional Personal Identification Number for POS customer verification. Entered as a masked password field.

Price Level

Pricing tier: Regular, Level 1–4. Each item can have different prices per level on the Item Master.

Force Price Level?

When checked, POS clerks cannot override this customer's price level. Only available when a level other than Regular is selected.

Transaction permissions and automatic discounts.

Can Charge?

Allows the customer to purchase on account (charge to AR). When unchecked, the customer must pay in full at the point of sale.

Can Withdraw?

Allows the customer to withdraw credit balances as cash via the Customer Withdraw screen.

Can Make Payment?

Allows the customer to make payments against outstanding AR balances via Customer Payment.

Check Withdraw Balance?

Verifies sufficient credit balance before allowing withdrawals. Prevents overdrawing the account.

Second Receipt?

Automatically prints a second receipt copy for charge transactions (store copy + customer copy).

Can Layaway?

When checked, this customer is eligible for Layaway transactions. The customer will appear in the customer lookup when creating layaway-type Sales Orders, and layaway payments can be processed via Customer Payment. Inherited from the Customer Type but can be overridden here.

Discounts Table

Assign automatic transaction-level Discounts that apply every time this customer makes a purchase. Only transaction-type discounts can be added. These are applied in addition to any item-level or promotional discounts.

Manages multiple addresses for the customer (e.g. billing, shipping, head office). Select an address from the list on the left to view and edit its details on the right.

Type/Name

Address classification or label (e.g., “Business”, “Shipping”, “Billing”).

Contact

Contact person at this address.

Street

Street address. A second line is available for suite, unit, or building information.

Street Line 2

Second address line for suite, unit, apartment, or building information.

City

City name.

Prov/State

Province, state, or region.

Postal/Zip

Postal code or ZIP code.

Country

Country name.

Phone #

Primary phone number.

Phone2 #

Secondary phone number.

Fax #

Fax number.

WhatsApp

WhatsApp phone number for business messaging.

Email

Email address for this location.

Web Page

Website URL.

E-Invoice URL

Electronic invoice delivery endpoint URL for this address.

E-Invoice Port

Port number for the electronic invoice delivery endpoint.

Branch #

Branch or location number identifier.

Address Editor

Use the address editor to add, edit, delete, and reorder multiple addresses for this customer. The first address is used as the default on invoices, orders, and statements.

Use as Main / Ship To Only

Designates whether this address is the main (billing) address or a ship-to-only address. Only one address can be marked as Main at a time.

Use the + (Add), − (Delete), ▲ (Up), and ▼ (Down) buttons to manage and reorder addresses. The first address is used as the default on invoices, orders, and statements.

Loyalty points balance and manual adjustment history.

Earned

Total points earned from purchases (read-only, calculated from transactions).

Used

Total points redeemed (read-only).

Adjusted

Net manual adjustments (read-only, sum of all adjustments below).

Available

Current spendable balance: Earned − Used + Adjusted (read-only).

Adjustments Table

Manual point adjustments with date, reason, and point amount. Use the Add, Edit, and Delete buttons to manage. Positive values add points; negative values deduct.

Add Adjustment

Add a new manual point adjustment.

Edit Adjustment

Edit the selected point adjustment.

Delete Adjustment

Delete the selected point adjustment.

Notes

Internal free-text notes about the customer. Unlike Alerts, notes are not displayed automatically during transactions. Use this for internal information such as special delivery instructions, account history, contact preferences, or follow-up reminders. This field is visible only when editing the Customer Master directly.

Alerts

Free-text alert message that pops up whenever this customer is selected on any transaction screen (invoices, sales orders, payments, etc.). Use this for important warnings such as “Requires manager approval for returns”, “Cash only — cheques not accepted”, or “VIP customer — apply 10% courtesy discount”. An alert icon appears on the transaction screen when an alert is set, and clicking the icon displays the full message.

References

Define named reference fields for this customer (up to 16 characters each). When this customer is selected on a Customer Payment or Invoice, the system prompts for each reference value. Common uses include purchase order numbers, contract IDs, membership numbers, or any customer-specific tracking data. Add references by typing on blank rows in the table.

Electronic invoicing configuration with two sub-sections.

Electronic Invoice?

Enables e-invoicing for this customer. When checked, unlocks the format selection and fields below.

Peppol

Peppol e-invoicing format. Enables GLN and Ship Location fields.

ETD

Electronic Tax Document format.

Tax ID (TIN)

Customer's Tax Identification Number. Synced bidirectionally with the CFDI RFC field and the PAC group.

GLN

Global Location Number (Peppol only).

Ship Location

Shipping location identifier (Peppol only).

Invoice URL

Delivery endpoint URL for electronic invoices.

Government E-Invoice?

Enables CFDI compliance for this customer (Mexico/Belize).

Customer RFC (Tax ID)

Tax registry code. Synced with the TIN field above.

Tax Category

Fiscal regime code (601–626, e.g. “601 - General Corporate”).

Invoice Purpose

CFDI usage code (G01–S01, e.g. “G03 - General expenses”).

Email Certified Invoice

Auto-email the certified XML/PDF to the customer after PAC stamping.

Benefit IDs

Country-specific statutory discount identifiers (Philippines: OSCA/PWD/Solo Parent IDs; Belize: Business Number). Hidden for countries that don't use them.

PAC (Authorized Certification Provider) or EFDR (Electronic Fiscal Device Registry) configuration. This group is only visible when the PAC server is configured in the system.

TIN/RFC

Tax Identification Number. Synced bidirectionally with the E-Invoicing group's Tax ID field — editing either updates both.

PAC API Key

Authentication key for the PAC certification provider (Mexico). Entered as a masked password field.

EFDR API Key

Authentication key for the EFDR fiscal device registry (Belize). Shown in plain text for troubleshooting.

Fleet

Fleet card management for fuel customers.

Card #

Fleet card number (swiped or entered at the pump).

Type

Card type classification.

Driver

Assigned driver name.

Vehicle

Assigned vehicle identifier (plate, unit number, etc.).

Tax Exempt

Tax exemption applied to purchases on this card.

Active

Whether the card is currently active.

Add Fleet Card

Add a new fleet card for this customer.

Edit Fleet Card

Edit the selected fleet card.

Delete Fleet Card

Delete the selected fleet card.

Use Add, Edit, and Delete to manage fleet cards. Double-click a row to edit.

Save

Saves the customer record.

Delete

Deletes the customer record.

Copy

Creates a duplicate customer record with a new number.

Print

Prints the customer record.

Email

Emails the customer record.