Customers
PurePro enables users to create, update, and delete customer records, as well as set up various customer-specific details such as contacts, purchase orders (POs), and cost centres. Customers created here are used for generating timesheets and invoices within the system.
The General Layout of the customer screen comprises of the following: -
- Search Bar: - The search bar can be used to search for a specific customer from the list view. Users can search for the required customer through customer reference, name, status, Billing scheme or Billing group assigned to the customers.
- Create New: - Used to “Create New” customers in the system
- Customer List: - A list-view of all available customers in the system. The list-view shows various information related to the customer, including but not limited to references, VAT number, status, Business Unit, etc.
- Sort Control: - Users have the option to sort the list view as per their preference using the on-screen controls e.g., sort using customer’s status.
- Edit: - Used to View or Edit customer data. Alternatively, users can also view the customer data by clicking on the customer’s name on the list view.
- Delete: - Used to delete a customer record from the system [1].
- Show: - Users can select the number of customers displayed on a page, this also shows the total number of customers available in the system and how many are being displayed on a page.
- Pagination: - Informs the users of all available pages, and the current selected page number
Adding Customers
To add a customer, follow these steps:
Navigate to Billing → Customers
Click on "Create New"
Add relevant details
Click "Save"
While only basic information can be added when initially creating a customer, additional data—such as cost centres, contacts, purchase orders, and addresses—can be added later.
Customers cannot be removed/deleted from system, if a transaction exists for them.
Adding Customer Information
After saving a customer information, users can add additional data to these records.
To add further customer related information, follow these steps: -
Navigate to Billing → Customer
Click on "View" button against the customer record under "Action"
Add the required information
Click "Update"
The customer data is divided into 9 sections, these are:
Details: - Users can add basic customer details e.g. email address, phone number, etc.
Address:- Users can add different addresses/sites related to customer.
Business Info:- Users can add business related information e.g. Cost Centre, Purchase Order, VAT, etc.
Contacts: - Users can add different contacts related to customer
Contact Groups: - Users can add groups to collect related contacts under one group.
Placements: - Users can access all placements associated with the customer.
Timesheets: - Users can access all timesheets associated with the customer.
Invoices: - Users can access all invoices associated with the customer.
Valid VAT number is required in customer data to process VAT calculation in invoices.
Adding Address & Contact Details
Addresses and contact details are vital information for processing customer invoices.
To add addresses in customer details, follow these steps: -
Navigate to Billing → Customer
Click on "View" button against the customer record under "Action"
Navigate to "Address" tab
Click on "Add New Address" to add a new address
Select the Type of Address. PurePro supports following types of addresses:
Primary: - Primary address for customers
Work Location: - Work Location for customer
Billing: - Billing location for customer
Other: - Any other address linked to customer
Add relevant information as required
Click on "Save Address"
"Billing Address" is displayed in the invoice if provided, else "Primary Address" is displayed in the invoices. NO address is displayed in the invoices if not provided in the customer data.
To add contacts in customer details, follow these steps: -
Navigate to Billing → Customer
Click on "View" button against the customer record under "Action"
Navigate to "Contacts" tab
Click on "Add Contact" to add a new address
Select the Type of contact. PurePro supports following types of addresses:
Primary: - Primary contact for customer
Billing: - Billing contact for customer
Hiring: - Hiring contact for customer
Other: - Any other contact linked to customer
Add relevant information as required
Click on "Save Contacts"
Users can add contact groups under "Contact Group" tab in customer details.
These "Contact Groups" can be assigned to individual contacts for customer.
Users will need to assign contacts to a contact group to enable "Timesheet Approver" to be able to use 🚦Timesheet Approvals .
Custom Billing Schemes
Users can set custom billing schemes unique to individual customer records. These Billing schemes are identical to the system defined billing schemes.
Custom Billing Schemes enable users to set various billing related elements in the customer record itself.
Users can also customise billing settings for each customer, such as assigning POs or specific billing schemes.
To enable customer billing scheme, follow these steps: -
Navigate to Billing → Customer
Click on "View" button against the customer record under "Action"
Enable "Custom Billing Scheme" in "Details" tab
Setup customer billing scheme in the "Billing Scheme" tab
Backing data can be provided in the "Backing Data" tab
Any backing data provided in the custom billing scheme will be accessible under placements and timesheets associated with said customer.
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