How to Create a New Client in Classic POS

How to Create a New Client in Classic POS

Overview

This function is created to centralize and manage client information in ClassicPOS. The Client Form allows users to create, update, and maintain customer records, supporting the management of personal information, transaction history, loyalty programs, and reporting activities in a structured and efficient manner. It supports the management of customer data for both individual and company clients.

Why is the Client Module Needed in ClassicPOS?

The client module acts as the "Single Source of Truth"  for the customer base. By centralizing this data, ClassicPOS enables:
  • Data Integrity: Minimizes manual entry errors and prevents duplicate customer records via unique Client Code.
  • Visibility: Immediate access to customer personal information and loyalty status.
  • Behavioral Insights: A comprehensive view of Purchase and Visit History to assist in personalized marketing and operational reporting.
  • Financial Tracking: Real-time monitoring of outstanding payments.

What is Contained in Client Module?

  • Client – Stores basic personal or company details
  • Client II – Captures identification and buyer classification
  • Additional Information – Stores extended contact details
  • Maintainable Additional Information – Customizable fields
  • Address – Billing and delivery addresses
  • Sales Information I – Pricing, credit, and membership settings
  • Sales Information II – Purchase limits, discounts, and referrals

How to Create a New Client

  1. From the Main Menu, navigate to Master Data and click on Client form.


  2. The system will redirect users to the Client Module.
  3. Navigate to the Client Tab located on the left side of the screen in the Client Module.

Tab 1: Client 

Client tab is designed to capture all basic client personal information.
Info
The Client Code will be automatically generated when a new client is created.
  1. Click on the Client Category at the top right of the screen and select the appropriate category based on the customer type.
Notes
The Client Module supports two types of client categories, each designed to capture different types of customer information:
  1. Personal
  2. Company

Client Category: Personal

The Personal category is intended to store information for individual clients. This category allows users to capture personal details of the customer.

  1. Ensure the Client Category is selected as a Personal.

  2. Fill in the name of client to be registered in the Client Name field.
  3. Fill in all necessary information such as Title, Email, Type, Alternate Lookup, Group, Registered Code, Gender, Nationality, and Date of Birth.
  4. Enter the search keyword to retrieve the client information.
    Info
    Users may disable the Date of Birth field if it is not required.
  5. Click on the save button located on the top left of the screen to save the change made.
    Info
    Users may also click the Save button after filling in all required information across all tabs. However, to prevent data loss, it is recommended to save first.
Field
Description
Client Name
Name of the client to be registered
Title
Honorific used to address the client (e.g., Mr., Ms., Mrs., Dr.).
Email
Email address of the client for communication and notifications.
Type
Classification of the client (e.g., Member, Non-Member, Term Member).
Alternate Lookup
Additional identifier is used to search for the client (e.g. Member Card Number, NRIC, Passport Number).
Group
Category assigned to the client for segmentation purposes (e.g., VIP, VVIP, credit client).
Registration Code
Official company registration number (applicable for Company clients).
Gender
Gender of the client.
Nationality
Nationality of the client.
Date of Birth
Client's date of birth that is used for identification, age references and loyalty program purposes.

Client Category: Company

The Company category is designed to store information for business or corporate entities. This includes company-related details such as company name
  1. Ensure the Client Category is selected as a Company.

  2. Fill in the name of the company to be registered in the Company Name field.
  3. Fill in all necessary information such as First Name, Last Name, Title, Email, Type, Alternate Lookup, Group, Registration Code, Nationality.

    Field
    Description
    Company Name
    Name of the company to be registered
    First Name
    Client's given name as per identification
    Last Name
    Client's family name or surname as per identification
    Title
    Honorific used to address the client (e.g., Mr., Ms., Mrs., Dr.).
    Email
    Email address of the client for communication and notifications.
    Type
    Classification of the client (e.g., Member, Non-Member, Term Member).
    Alternate Lookup
    Additional identifier is used to search for the client (e.g. Member Card Number, NRIC, Passport Number).
    Group
    Category assigned to the client for segmentation purposes (e.g., VIP, VVIP, credit client).
    Registration Code
    Official company registration number (applicable for Company clients).
    Gender
    Gender of the client.
    Nationality
    Nationality of the client.

    Idea
    Client Name is a mandatory field required to create a new client.

Tab 2: Client II

The Client II tab is used to capture additional identification details and to classify the customer’s buyer type.
  1. Navigate to Client II tab that is located on the left side of the screen in Client Module.


    Field
    Description
    Identification Type
    Type of identification (e.g. NRIC, Passport)
    Identification Number
    		Identification number of the client
    LHDN TIN
    Tax Identification Number issued by LHDN
    Buyer Type
    Classification of the client (e.g. Retail, Corporate)

Tab 3: Additional Information

The Additional Information tab allows users to record contact details for the main member holder and a secondary contact person for tracking purposes.
  1. Navigate to the Additional Information tab located on the left side of the screen in the Client Module.


  2. Fill in the relevant information such as Alternate Name, Alternate Contact Number, Alternate Phone Number, Home Phone Number, Office Phone Number, Mobile Phone Number, Fax Number, Age, Race, Account Number, Income, Additional Information, Tax Number, Tax Code, and Remarks.

    Field
    Description
    Alternate Name
    Secondary contact name
    Alternate Contact
    Secondary contact number
    Alternate Phone
    Alternate secondary phone number
    Home
    Home phone number
    Office
    Office phone number
    Mobile
    Mobile phone number
    Fax
    Fax number
    Additional Information
    Additional notes or details
    Tax Number
    Client tax number
    Age
    Client age
    Race
    Client race
    Account Number
    Client account number
    Income
    Client income information
    Tax Code
    Tax classification code
    Remarks
    Additional remarks or notes

Tab 4: Maintainable Additional Information

This tab allows users to manage additional customizable information based on business requirements.
  1. Navigate to the Maintainable Additional Information tab that is located on the left side of the screen in Client Module.


    Field
    Description
    Additional Info 1
    Customizable field 1
    Additional Info 2
    		Customizable field 2

Tab 5: Address

The Address tab is used to record the client’s billing and delivery addresses for both personal and company clients.
  1. Navigate to the Address tab located on the left side of the Client Module.


    Info
    The system provides two types of addresses to be filled in:
    - Billing Address
    - Delivery Address

  2. Enter the Billing Address details.


  3. If the Delivery Address is the same as the Billing Address, users may select “Billing Address as Delivery Address”.
  4. The system will automatically populate the Delivery Address fields.
  5. Click on Alternate Address to add an additional address for the client.
    Info
    This feature allows users to store multiple addresses (e.g., branch, secondary delivery location, or temporary address) for the same client.
  6. Users can select or switch between these addresses when processing transactions.

Tab 6: Sales Information I

This tab is used to define the client’s sales-related settings, such as pricing schemes, credit terms, and assigned salesperson.
  1. Navigate to Sales Information I tab located on the left side of the screen in Client Module.
  2. Fill in necessary fields such as Dedicated Sales Person, Terms, Terms Overdue Checking Method, Dedicated Price Scheme, Terms Remark, Client Creation Date, Individual Discount Rate(%), Currency, Membership Expiry date, Default Sales Type, Credit Limit, Membership Last Renewal Date, Accumulated Points, Point Factor, Next Billing Date.
    Field
    Description
    Dedicated Sales Person
    The sales person assigned to the client
    Dedicated Price Scheme
    The pricing scheme applied to the customer
    Individual Discount Rate (%)
    Discount percentage given to the customer during transactions
    Default Sales Type
    The default sales type assigned to this customer
    Accumulated Points
    Total loyalty points earned by the customer
    Terms
    Credit terms assigned to the customer
    Terms Remark
    Additional notes related to the customer’s credit terms
    Currency
    Currency used by the customer for transactions
    Credit Limit
    Maximum credit amount allowed for the customer
    Point Factor
    Conversion factor used in the points system
    Terms Overdue Checking Method
    Method used to check overdue payment terms
    Client Creation Date
    Date the client was created in the system
    Membership Expiry Date
    Expiry date of the customer’s membership
    Membership Last Renewal Date
    Date of the last membership renewal
    Next Billing Date
    Customer upcoming billing date

Tab 7: Sales Information II

This tab is used to define additional sales controls, such as purchase credit limits and purchase frequency limits
  1. Navigate to Sales Information II tab located on the left side of the screen in Client Module.
  2. Fill in necessary fields such as Referral ID, Referral Points, Controlled Discount Limit, and Price Markup Percentage.
    Field
    		Description
    Purchase Credit Limit
    The maximum credit amount allowed for clients to purchase based on the client type.
    Referral ID
    Identifier of the referring customer who referred the client.
    Purchase Limit Frequency
    Frequency limit for client purchases based on the client type.
    Referral Points
    Points earned from referrals when the client is referred by another customer.
    Controlled Discount Limit
    Maximum discount allowed per transaction.
    Price Markup Percentage
    Percentage applied to adjust the selling price.
    Controlled Discount Frequency
    Frequency limit on how often discounts can be applied to the client.
    Default Currency Code
    Default currency used for transactions.

    Alert
    Ensure all changes are saved before exiting to prevent data loss.

Please refer to the link below for the steps on how to update a client record in ClassicPOS:

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