ग्राहक
Your customer master: each customer's name, contact, GST and tax details, address, route, map location and opening balance, plus a ledger of everything they have bought and paid.
Why and when you use it
Every invoice, order, payment and visit is linked to a customer, so this is the first screen to fill in properly. Correct GSTIN and state decide whether an invoice charges CGST + SGST or IGST, and a correct route and map pin decide which salesman visits the shop and when. Owners and accountants set customers up; salesmen use the route and location tools in the field.
Before you start
- Finish the tax step in Business Setup so your own GSTIN and state are saved
- Create your routes first if you want to put customers on them (Routes)
- Keep the customer's GST certificate or visiting card handy
Step by step
- Open CustomersIn the left sidebar, under Stockivio ERP, open Customers. The list shows Name, Phone, GSTIN, City, Opening Balance and Actions for every customer.
- Add the basic detailsPress + Add Customer. Fill in Name, Phone and Email. Use the shop's trading name so salesmen recognise it on the route sheet.
- Enter GSTIN, PAN and TANType the 15-character GSTIN for a registered customer; the first two digits are the state code (08 for Rajasthan). Add the PAN, and fill TAN (if they deduct TDS) only for customers who deduct tax at source from your payments. Leave GSTIN blank for an unregistered shop.
- Fill the address and pincodeEnter Address, City, State and Pincode. The State must match the GSTIN state code, because it decides whether invoices carry CGST + SGST (same state) or IGST (other state).
- Put the customer on a routePick the Route the customer belongs to. To place many customers at once, use Add customers to their routes from the list.
- Set the map locationIn Location, press Capture My Location when you are standing at the shop, or Find from address to place the pin from the typed address. Check the pin, then press Confirm this location or Use These Coordinates. If you are not sure, press Mark Needs Confirmation so someone checks it on the next visit. Find map pins for customers without one fills pins in bulk.
- Override the visit frequency if neededVisit Frequency Override (days) lets one customer be visited more or less often than the rest of the route, for example every 3 days for a big shop. Leave it blank to follow the route.
- Enter the opening balance and saveIn Opening Balance (₹) type what the customer already owed you on the day you started using Stockivio. Press Save Customer.
- Read the Customer LedgerOpen the customer to see the Customer Ledger with Ref No, Date, Invoice (Dr), Payment (Cr) and a running Balance. Invoices raise the balance and payments reduce it.
Worked example
Sharma Traders in Jaipur starts supplying Gupta Kirana Store in Malviya Nagar. The shop is GST-registered and already owed ₹18,500 from bills written in the old register.
- Open Customers and press + Add Customer.
- Name: Gupta Kirana Store; Phone: 98290 45123; Email: [email protected].
- GSTIN: 08AAKFG4521M1Z3; PAN: AAKFG4521M (characters 3 to 12 of the GSTIN); TAN left blank.
- Address: 14, Main Market, Malviya Nagar; City: Jaipur; State: Rajasthan; Pincode: 302017.
- Route: Malviya Nagar. Ravi is standing in the shop, so he presses Capture My Location, checks the pin and presses Confirm this location.
- Visit Frequency Override (days): 3, because the shop orders twice a week.
- Opening Balance (₹): 18,500. Press Save Customer.
Result: Gupta Kirana Store appears in the list with its GSTIN, City Jaipur and Opening Balance ₹18,500. Its ledger starts at ₹18,500. Invoices to it will use CGST + SGST because both parties are in Rajasthan, and it shows on Ravi's Malviya Nagar route every 3 days.
💡 Tips
- Check the PAN: in a valid GSTIN, characters 3 to 12 are the PAN. A mismatch means one of them is mistyped.
- Run Find map pins for customers without one after a bulk import, then fix only the pins that look wrong.
- Use Mark Needs Confirmation instead of guessing a location; a wrong pin sends the salesman to the wrong street.
- Look at the Customer Ledger before you call a customer about dues, so you quote the same balance they will see.
⚠️ Common mistakes
- Choosing the wrong State: the invoice then charges IGST instead of CGST + SGST (or the other way). Fix the State before raising the next invoice; already-posted invoices need a correction, not a silent edit.
- Entering the opening balance again as an invoice: this counts the old dues twice. Use Opening Balance (₹) only.
- Creating the same shop twice under slightly different names. Search the list before pressing + Add Customer.
सवाल
Do I need a GSTIN for every customer?
No. Leave it blank for unregistered customers. Invoices to them are still taxed, they just cannot claim input tax credit.
When should I fill TAN?
Only when the customer deducts TDS from what they pay you. It helps you match the TDS they deducted later. Check with your CA if you are unsure.
What is Next Trip Recommendation?
A section on the customer screen that uses the route and visit frequency to suggest when the customer should next be visited.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: Open Customers from the sidebar and point out the columns.
- Scene 2: Press + Add Customer and type Gupta Kirana Store's name, phone and email.
- Scene 3: Enter the GSTIN and PAN, and show how the PAN sits inside the GSTIN.
- Scene 4: Fill Address, City, State and Pincode, then pick the Malviya Nagar route.
- Scene 5: Use Capture My Location and Confirm this location.
- Scene 6: Set Visit Frequency Override to 3 days and Opening Balance to ₹18,500, then Save Customer.
- Scene 7: Open the Customer Ledger and explain Invoice (Dr), Payment (Cr) and Balance.