Customer Management

GSK POS Documentation | Core Modules
Last Updated: November 23, 2025 | Applies to: GSK POS Cloud System (gskpos.com) | Status: ✅ Code Verified

Overview

The Customer Management module helps you register customers, track credit sales, manage payments, and monitor customer balances. Whether you're selling for cash or on credit, keeping organized customer records ensures smooth operations and better relationships.

Key Features:
  • Register new customers with contact details
  • Track credit sales (buy now, pay later)
  • Record customer payments
  • View account balances
  • Generate customer statements
  • Monitor payment history
  • Send payment reminders
Time to Complete: 1-2 minutes to register a customer

Accessing Customer Management

From Dashboard

  1. Click Customer Management in main navigation
  2. Customer Management interface opens
  3. See customer registration form
  4. View list of existing customers below

Understanding the Interface

Main Components

Customer Registration Form

  • Customer Name (required)
  • Contact Number (required)
  • Email Address (optional)
  • Location (required)
  • Add Customer button
  • View Customers button

Customer List

  • All registered customers
  • Current balances
  • Quick action buttons
  • View statement link
  • Edit customer link

Step 1: Adding a New Customer

Basic Information

1. Customer Name

  • Type full name or business name
  • Examples: "John Doe", "ABC Store", "Mary's Salon"
  • Be clear and specific
  • Required field

2. Contact Number

  • Enter phone number
  • Used for payment reminders
  • Should be active number
  • Required field

3. Email Address

  • Enter customer email
  • For statements and invoices
  • Optional but recommended
  • Leave blank if not available

4. Location

  • Enter physical address or area
  • Examples: "Kampala Road", "Ntinda", "Shop 45"
  • Helps with deliveries
  • Required field

Completing Registration

  1. Click Add Customer button
  2. System validates information
  3. Customer added to database
  4. Success message appears
  5. Form clears for next customer

Step 2: Viewing Your Customers

Customer List

What You See:

  • Customer names
  • Contact numbers
  • Current account balances
  • Registration dates
  • Action buttons

Balance Display:

  • Positive balance: Customer owes you money (red/negative)
  • Zero balance: All paid up (neutral)
  • Negative balance: You owe customer (credit/overpayment)

Step 3: Managing Credit Sales

What are Credit Sales?

Credit Sale = Buy Now, Pay Later

When customers buy on credit:

  1. You give them goods
  2. System creates an invoice
  3. Customer balance increases
  4. They pay later in full or installments

Recording a Credit Sale

During Sale Process:

  1. Select customer from dropdown
  2. Choose "Credit" as payment type
  3. Enter partial payment (or zero)
  4. System generates invoice
  5. Customer account debited

What Happens:

  • Invoice number created
  • Customer balance updated
  • Transaction recorded
  • Receipt printed (if enabled)
  • Customer can pay later
Credit Sale Flow:
  • Sale Total: 100,000
  • Customer Pays: 30,000 (or 0)
  • Balance Owed: 70,000
  • System Records:
  • Invoice for 100,000
  • Payment of 30,000
  • Outstanding 70,000

Step 4: Recording Customer Payments

When Customer Comes to Pay

  1. Click on customer name or "View Statement"
  2. Customer details load
  3. Payment form appears

Payment Form Shows

Form Fields

  • Current account balance
  • Amount paid field
  • New balance (calculated)
  • Paid in by field
  • Submit button

Process Steps

  1. Check current balance
  2. Enter amount paid
  3. Enter who paid
  4. Click Submit
  5. Receipt generated
Payment Example:
  • Current Balance: 70,000 (owed)
  • Customer Pays: 50,000
  • New Balance: 20,000 (still owed)

Step 5: Viewing Customer Statements

What is a Statement?

A statement shows all transactions with a customer:

Opening a Statement

  1. Find customer in list
  2. Click "View Statement" or customer name
  3. Statement page opens
  4. Shows complete transaction history

Reading the Statement

Statement Columns:

  • Date: When transaction happened
  • Ref: Receipt or invoice number
  • Transaction Type: Invoice or Receipt
  • Money In: Payments received
  • Money Out: Credit sales made
  • Running Balance: Balance after each transaction
Understanding Balance Movement:

Invoice Entry (Customer Buys on Credit):

  • Money Out: 50,000
  • Balance Goes: -50,000 (customer owes)

Receipt Entry (Customer Pays):

  • Money In: 50,000
  • Balance Goes: 0 (all paid)

Step 6: Editing Customer Information

Why Edit?

Editing Process

  1. Find customer in list
  2. Click Edit button
  3. Edit form loads with current details
  4. Update the required fields (name, phone, email, location)
  5. Click Save Changes
  6. Updates applied immediately
  7. Success message appears

Understanding Customer Balances

How Balances Work

Positive/Red Balance

Customer Owes You

  • Bought on credit
  • Not fully paid yet
  • You should collect
  • Example: +50,000

Zero Balance

All Clear

  • Nothing owed
  • Clean account
  • Good standing
  • Example: 0

Negative/Green Balance

You Owe Customer

  • Customer overpaid
  • Deposit on account
  • Use for future
  • Example: -20,000

Common Scenarios

Scenario 1: New Customer with First Credit Sale

  1. Register customer (John Doe)
  2. Make sale for 100,000
  3. Select John Doe as customer
  4. Choose "Credit" payment
  5. Customer pays 0
  6. Invoice created
  7. Result: John owes 100,000

Scenario 2: Partial Payment

  1. Customer comes to pay
  2. Owes 100,000
  3. Pays 40,000 today
  4. Result: Balance now 60,000
  5. Will pay rest later

Scenario 3: Multiple Credit Sales

  1. Customer buys on Jan 1: 50,000
  2. Buys again on Jan 5: 30,000
  3. Total owed: 80,000
  4. Customer pays 80,000 on Jan 10
  5. Result: Balance back to zero

Scenario 4: Customer Deposits Money

  1. Customer gives 100,000 deposit
  2. Balance becomes -100,000 (credit)
  3. Customer buys for 60,000
  4. Pays from deposit
  5. Result: Balance now -40,000 (credit remaining)

Best Practices

Customer Registration:
  • Collect Complete Information: Get all contact details
  • Verify Phone Numbers: Ensure they're reachable
  • Update Regularly: Keep information current
  • Use Clear Names: Avoid abbreviations or unclear names
  • Note Special Instructions: Add to location if needed
Credit Sales Management:
  • Set Credit Limits: Decide maximum credit per customer
  • Check Balances First: Before extending more credit
  • Get Partial Payments: Something is better than nothing
  • Issue Invoices: Always provide customers with invoices
  • Keep Records: Print or save digital copies
Payment Collection:
  • Regular Follow-Ups: Contact customers with outstanding balances
  • Be Professional: Maintain good relationships
  • Offer Payment Plans: Break large balances into installments
  • Record Immediately: Enter payments as soon as received
  • Provide Receipts: Always give payment receipts

Common Issues & Solutions

Problem: Customer Not in Dropdown

Cause: Customer not registered yet

Solution:

  1. Go to Customer Management
  2. Add customer first
  3. Then make sale
  4. Customer will appear in dropdown
Problem: Wrong Balance Showing

Cause: Missing payment entry or error

Solution:

  1. View customer statement
  2. Check all transactions
  3. Verify each entry
  4. Contact support if discrepancy continues
Problem: Can't Delete Customer

Cause: Customer has transaction history

Solution:

  • Customers with sales history cannot be deleted
  • This protects your records
  • If needed, edit customer to mark as "inactive"
  • Or add note to customer name

You're Ready to Manage Customers!

You now know how to:

  • Register new customers
  • Record credit sales
  • Track customer payments
  • View account statements
  • Manage customer balances
  • Edit customer information
  • Understand balance movements

Next: Supplier Management

Learn how to register suppliers, track purchases on credit, and manage supplier payments.

Next: Supplier Management →