{"id":9439,"date":"2023-03-02T10:34:39","date_gmt":"2023-03-02T09:34:39","guid":{"rendered":"https:\/\/support.serviceprotokoll.se\/?post_type=ht_kb&p=9439"},"modified":"2026-03-02T19:55:40","modified_gmt":"2026-03-02T18:55:40","slug":"customer-register","status":"publish","type":"ht_kb","link":"https:\/\/support.serviceprotokoll.se\/en\/kb\/customer-register\/","title":{"rendered":"Customer register"},"content":{"rendered":"\n

A customer is what binds the service system together and contains everything from facilities and service objects to orders and service protocols. \n \n<\/p>\n\n

The customer contains a name and a unique customer number. The customer number is used for connection with accounting software and to be able to easily distinguish customers. To link customers from this system to others it\u2019s recommended that you use the same number here as in those systems. The customer number can only be changed afterwards by the administrator.<\/p>\n\n

To upload an existing customer register, see the page\u00a0Upload registers<\/a>.<\/p>\n\n

Search customer<\/h5>\n\n
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In the search field you can search for customers by name, contact person and email address. By clicking on the “tick” after the search field you can set different search filters. You can save your filter by clicking Save filter at the bottom right.<\/p>\n<\/div>\n<\/div>\n\n

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\"Collection<\/figure>\n<\/div>\n\n\n\n
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The symbol with the three \u201csliders\u201d is called the collection function<\/a>. When you click on it, you can change settings for multiple customers at the same time. Feel free to search\/filter before clicking on the collection function to narrow down the selection.<\/p>\n<\/div>\n<\/div>\n\n

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By selecting the detailed list view (the three lines), you can choose how the list should be sorted. Click and select which Categories you want in your list.<\/p>\n<\/div>\n<\/div>\n\n

Add a customer<\/h5>\n\n
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\"Plus\"<\/figure>\n<\/div>\n\n\n\n
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Press the button with the + sign<\/em> to the right of the search box.<\/p>\n\n\n\n

You can also add a customer directly to an order by clicking the + Create customer<\/strong> link under the customer search field. A popup will open where you fill in the customer details. The customer will be saved in the customer register.<\/p>\n<\/div>\n<\/div>\n\n

Business or Private?<\/h4>\n\n

By default, “Company” is selected when you add a new customer.<\/p>\n\n

If you want the default setting to be “Private” this can be set under Customer Settings<\/em>. See more in Information to admin<\/a>.<\/p>\n\n

If you select “Private”, the organizational unit number field will change to personal identity number and fields for tax reduction and co-applicants will open further down on the customer card.<\/p>\n\n

If you have integration with Fortnox and have selected “sync of updated customers”, the personal identification number is registered in Fortnox and the customer is set as Private there as well and vice versa.<\/p>\n\n

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Image 1<\/figcaption><\/figure>\n\n

Organisation number\/Personal identification number<\/h4>\n\n

Fill in the organisation number\/personal identification number. If it is an organisation number, you can click on the search symbol (magnifying glass) to retrieve the name and address.<\/p>\n\n

VAT or No VAT?<\/h4>\n\n

If a corporate ID is entered, VAT will not be displayed on orders or prints by default. If no corporate ID is entered, VAT will be displayed on orders and prints.Requirement: that the article has VAT stated.<\/p>\n\n

If you want to be able to change this, there is an option in Customer Settings<\/em> to “Show VAT type” (See image 1). If you activate this function, you can specify whether the customer’s orders etc. should be entered with VAT or not. If you select “Normal VAT”, VAT will always be displayed – even if a corporate registration number is entered.<\/p>\n\n

Unique VAT on Customer<\/h3>\n\n

If you want to specify a specific VAT for a customer, do this:<\/p>\n\n

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  1. Select VAT type <\/strong>\u2013 \u201cCustom VAT\u201d.<\/li>\n\n\n\n
  2. The VAT field is activated. Fill in the VAT that should apply to this customer (you do not need to enter the %, just a digit)<\/li>\n<\/ol>\n\n

    Conditions:<\/strong> The customer setting \u201cShow VAT type\u201d is required. Admin permission are required to activate the setting.<\/p>\n\n

    Note<\/strong>: If you want to be able to change VAT on an individual article, you also need the Article setting<\/a> \u201cUse VAT per article row\u201d.<\/p>\n\n

    Discount letter<\/h4>\n\n

    Search and select any discount letters. Put the cursor in the field and all entered discount letters will be listed.Learn more about Discount letter<\/a>.<\/p>\n\n

    Language<\/h4>\n\n

    If you have selected “Show language” in Customer settings, you can choose which language the customer receives SMS, e-mail messages and protocols in. This applies to the system’s texts and not to those you have created, such as service points or comments you have entered. Here you can see which languages \u200b\u200bare offered.<\/a><\/p>\n\n

    Customer’s order number<\/h4>\n\n

    Here you enter the customer’s order number. When you create orders from the customer, the customer’s order number is included.<\/p>\n\n

    Custom fields<\/h4>\n\n

    On customer card you can add custom fields. earn more about custom fields here.<\/a><\/p>\n\n

    Comments<\/h4>\n\n

    Comments you write in the comments field are not displayed to a logged-in customer (customer user) or on printouts such as protocols.<\/p>\n\n

    The comment appears under the customer’s name on orders if you have the Work Order Setting – Show Customer Comment on Order<\/em>. This setting then applies to all types of orders, not just work orders. It also appears on facilities and service objects linked to the customer.<\/p>\n\n

    Customer articles<\/h4>\n\n

    If you have selected “Show service articles” and\/or “Show work order articles” in the Customer Settings – View Settings<\/em>, you will see the headings Service articles and Work order articles. Here you can add articless that will be added automatically when the customer is selected on a service or work order. For example, a fixed cost for travel can be added as agreed with the customer. This way, technicians on site do not need to keep track of what should be entered for the specific customer.When you create an order, you will be asked if you want to load the articles onto the order.<\/p>\n\n

    Addresses<\/h4>\n\n

    The customer has support for three different addresses;\u00a0Invoice Address<\/strong>,\u00a0Visiting Address<\/strong>\u00a0and\u00a0E-mail Address<\/strong>. To add the latter two, use the \u201c+ Add visiting address\u201d and \u201c+ Add mail address\u201d buttons.<\/p>\n\n

    Persons of contact<\/h4>\n\n

    The customer can have multiple contact persons and you can add these by pressing the “+ Add contact person<\/em>” button. When you add a contact person, you can choose to select “Send service protocol” and “Send work order”. Then, when an order is ready for invoicing, you will be asked whether these should be sent. If you answer Yes, you do not need to do anything else, the system will take care of the rest and send the report or work order to the email address you have entered here.<\/p>\n\n

    You can also mark whether the person is the main contact. This marking is for information only and does not affect any actions.<\/p>\n\n

    Tax reduction<\/h4>\n\n

    Enter information for any tax reduction for a condominium association or personal identification number for a co-applicant for any tax deductions, deductions or green deductions.Note:<\/strong> To activate this feature, select “Use tax reductions” in Article Settings.<\/em><\/p>\n\n

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    More settings<\/h4>\n\n

    At the bottom of the customer card there are a number of settings to choose from.<\/p>\n\n