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You can get to this part of the system by clicking Customers > Customers. Search for and click on the customer ID you want to edit, or to start a new one, click the +New Customer button. From anywhere in the system you can click on the +Create New button next to Search Anything and in the drop-list, click Customer.

 

Other Customer Articles in This Series:

Adding and Editing Customers - Part 2: Settings, Marketing, History, Layaways, and Lists

Adding and Editing Customers - Part 3: Specialty Tabs

 

The Edit Customer Panel

Any time you're working with Customer information, it will load in the Edit Customer panel. Here are the major functions of the Details tab:

 

Edit Customer: Details Tab

Much of the information in this area is straightforward and requires no special instruction. You will, of course, want to enter the contact information you have for the customer. As a rule of thumb, getting their name and email is usually sufficient for whatever you might need to do with them.

1. Photo - If you want to add a photo of the customer, you can click on the silhouette graphic and you'll be able to browse your computer for an image file. This image will display in the Register.

2. Customer Account Details - The Rain POS system keeps detailed info about your customers, and looking in this area can be enlightening about a customer's history.

3. Customer Relationships - You also have a +Add Customer link here that allows you to Link Customers to the current one, so you can link family members, co-workers, and once they are linked you can easily load the linked customer's information, saving you search time.

4. Customer Groups - If you have created any Customer Groups (under Customers > Customer Groups, or in the old Rain POS system under either POS or Website > Customer Groups) you can add the customer to a group by selecting it from this drop-list.

5. Account Balance - If a Customer Owes money to the store or has a Customer Credit, it will display here. If they have a balance they owe, you can click on the Pay button to take the payment into the Register. Any open invoices will be loaded automatically as line items. If you want to follow their recent transactions and see how they have come to have the balance they currently have, you can click the View button (more below). If you want to manually add a Credit balance, click Add Credit. You'll need to put in a Reason for the adjustment. After you click Add Credit, you must click Save at the bottom of the panel for your changes to take effect. Prior to saving, you may not see the update you just made, so to confirm the changes, you may need to reopen the Edit Customer panel.

   

   When you click the View button, you'll see the full history of the customer's Account balance, with line items for every change made. You can click on the Number of an event to view invoices, and at the bottom, if the customer has transactions that have adjusted the Account Balance, you can click See Past Customer Balance History to view transactions.

   

6. Add Card on File - If you have integrated processing in Rain POS and have set up your tokenization, if the customer likes, you can add a Card on File they will be able to use in any future in-store or online transactions (as long as Website Customer Login is enabled on the live website). Customers can add multiple cards on file if they like. You can enable Website Customer Login by clicking on your username in the upper right to open the Admin menu, then go to Settings > Website Settings > Shopping Cart and near the bottom you will see a section for Customer Login Options.

7. Notes- If you need to keep any general notes on the customer, you can list as many as you like, and this area will display the number of notes you have saved about the customer.

8. Contact Information - Enter general information about the customer such as Name, Phone numbers, Email, Company, and Driver's License info, if needed.

9. Custom Customer Data Fields- If you click on your username in the upper right to open the Admin menu and go to Settings > POS Settings > Customer, you are able to add custom fields to collect and use information for your customers. The Fax number field shown above was created in this way. For more information on how to create these custom fields, click here: Custom Data Fields for Customers.

10. Other Information -  You are able to enter the customer's Anniversary and Birthday (just use the current year and the appropriate month and day). Our optional Marketing Package has the ability to automatically email a Birthday Coupon to your customers that have this information in place. For the Till Alert, any notes you put in this area will pop up on screen whenever you load the customer into the Register. If you miss it there when it pops up, the Till Alert will also be accessible by clicking any of the Customer Actions buttons in the upper right of the Register. Hovering over the talk-bubble icon (the second one, below) will show you the text in the Till Alert as well.

    

11. Address - (see image below) You can add Billing Address and, if needed, a separate Shipping Address for the customer in this section. We support international addresses.

12. Save - If you have made any customer data changes, be sure to click Save or they will not be kept.

13. Start Transaction - You can click the Start Transaction button to immediately open the Register and automatically load the customer.

14. Merge Customers - From time to time you may get duplicate customers in the system. This usually happens due to spelling mistakes or different email addresses being used. To correct this, find the one that has the proper email address and click to open the Edit Customer panel. Click the Merge Customers button at the bottom, and search for the duplicate name. Please note that if there is only one duplicate, you will see only one such name in your search, but if there are multiples, you may need to either Merge or Delete some copies. Once it's complete, there will only be one customer under that name, with all transactions from both.

15. Delete - Be careful with this function: Customer data spans across many areas of the system, and once deleted, is one of the few things that we cannot restore for you. Clicking the Delete button will always pop up a confirmation window, and we highly recommend that you double check whenever you see it to make sure what you are deleting is something you really want to be removed, because we cannot get deleted customers back for you.