{"id":18628,"date":"2026-05-29T04:43:46","date_gmt":"2026-05-29T04:43:46","guid":{"rendered":"https:\/\/tenthplanet.in\/idempiere\/?p=18628"},"modified":"2026-06-05T09:31:26","modified_gmt":"2026-06-05T09:31:26","slug":"how-to-configure-customer-in-idempiere-for-retail","status":"publish","type":"post","link":"https:\/\/tenthplanet.in\/idempiere\/how-to-configure-customer-in-idempiere-for-retail\/","title":{"rendered":"How to Configure Customer in iDempiere for Retail"},"content":{"rendered":"\n

Customer setup in iDempiere is managed through two windows: Business Partner Group and Business Partner. Together they maintain customer master records required for sales transactions, invoicing, taxation, payment handling, and pricing.<\/p>\n\n\n\n

Business Value<\/strong> In retail, customer configuration supports three customer types: regular GST customers, institutional \/ corporate customers, and interstate IGST customers \u2014 each with distinct pricing, payment terms, and tax treatment.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Prerequisites<\/strong><\/h2>\n\n\n\n

Before starting, ensure the following:<\/p>\n\n\n\n

    \n
  • Initial Tenant Setup completed successfully<\/li>\n\n\n\n
  • Organization structure configured<\/li>\n\n\n\n
  • Price Lists configured and activated<\/li>\n\n\n\n
  • Payment Terms configured<\/li>\n\n\n\n
  • GST Tax configuration completed<\/li>\n<\/ul>\n\n\n\n

    Business Rules<\/strong><\/h2>\n\n\n\n
      \n
    • Customer Name and Address should be maintained before using the customer in sales transactions.<\/li>\n\n\n\n
    • Customer mobile numbers should be maintained consistently to reduce duplicate customer creation during retail billing operations.<\/li>\n\n\n\n
    • Credit customers should be configured with appropriate Credit Limit and Payment Terms to support credit-based sales transactions.<\/li>\n\n\n\n
    • When Credit Limit and Credit Status are configured, iDempiere validates customer outstanding balances during sales order processing.<\/li>\n\n\n\n
    • GST customers should be maintained with valid Tax ID information for GST and IGST tax calculation.<\/li>\n\n\n\n
    • Customer contact and location details should be maintained properly for billing, delivery, and communication purposes.<\/li>\n\n\n\n
    • Business Partner Groups can be used to manage customer pricing and transaction behaviour through standard configuration.<\/li>\n<\/ul>\n\n\n\n

      Navigation<\/strong><\/h2>\n\n\n\n

      Two windows are used for customer configuration:<\/p>\n\n\n\n

      Business Partner Group:<\/strong><\/p>\n\n\n\n

      Menu \u2192 Master Data Rules \u2192 Business Partner Group<\/p>\n\n\n\n

      Business Partner:<\/strong><\/p>\n\n\n\n

      Menu \u2192 Master Data Rules \u2192 Business Partner<\/p>\n\n\n\n

      Step-by-Step Configuration<\/strong><\/h2>\n\n\n\n

      Step 1: Open Business Partner Group Window<\/strong><\/h3>\n\n\n\n

      The window lists all existing Business Partner Groups under the tenant.<\/p>\n\n\n\n

      Step 2: Create Retail Customer Group<\/strong><\/h3>\n\n\n\n

      Click New Record (+) and enter the following details:<\/p>\n\n\n\n

      Field<\/strong><\/td>Value<\/strong><\/td><\/tr><\/thead>
      Organization<\/strong><\/td>*<\/td><\/tr>
      Search Key<\/strong><\/td>RETAIL<\/td><\/tr>
      Name<\/strong><\/td>Retail Customer<\/td><\/tr>
      Description<\/strong><\/td>Regular GST and retail customers<\/td><\/tr>
      Price List<\/strong><\/td>Standard Sales Price List<\/td><\/tr>
      Active<\/strong><\/td>Yes<\/td><\/tr>
      Default<\/strong><\/td>Yes<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

      This group is used for regular GST and IGST retail customers. Setting it as Default automatically assigns retail sales pricing to new customers.<\/p>\n\n\n\n

      Step 3: Create Institutional Customer Group<\/strong><\/h3>\n\n\n\n

      Click New Record (+) and enter the following details:<\/p>\n\n\n\n

      Field<\/strong><\/td>Value<\/strong><\/td><\/tr><\/thead>
      Organization<\/strong><\/td>*<\/td><\/tr>
      Search Key<\/strong><\/td>INST<\/td><\/tr>
      Name<\/strong><\/td>Institutional Customer<\/td><\/tr>
      Description<\/strong><\/td>Corporate and institutional customers<\/td><\/tr>
      Price List<\/strong><\/td>Wholesale Sales Price List<\/td><\/tr>
      Credit Watch %<\/strong><\/td>80<\/td><\/tr>
      Active<\/strong><\/td>Yes<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

      Used for corporate and bulk purchase customers. Supports wholesale pricing and credit-based transactions.<\/p>\n\n\n\n

      \"\"<\/figure>\n\n\n\n

      Step 4: Open Business Partner Window<\/strong><\/h3>\n\n\n\n

      Navigate to Menu \u2192 Master Data Rules \u2192 Business Partner. Click New Record (+) to create individual customer records.<\/p>\n\n\n\n

      Step 5: Configure Institutional Customer<\/strong><\/h3>\n\n\n\n

      Header Information<\/strong><\/h3>\n\n\n\n
      Field<\/strong><\/td>Value<\/strong><\/td><\/tr><\/thead>
      Search Key<\/strong><\/td>1000000<\/td><\/tr>
      Business Partner Group<\/strong><\/td>Institutional Customer<\/td><\/tr>
      Name<\/strong><\/td>Indian Bank<\/td><\/tr>
      Name 2<\/strong><\/td>Chennai Regional Office<\/td><\/tr>
      Customer<\/strong><\/td>Yes<\/td><\/tr>
      Credit Status<\/strong><\/td>No Credit Check<\/td><\/tr>
      Credit Limit<\/strong><\/td>100000.00<\/td><\/tr>
      Tax ID<\/strong><\/td>33AAACI9998G1Z5<\/td><\/tr>
      Description<\/strong><\/td>Banking and financial institutional customer<\/td><\/tr>
      URL<\/strong><\/td>https:\/\/www.indianbank.in<\/td><\/tr>
      Active<\/strong><\/td>Yes<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      \"\"<\/figure>\n\n\n\n

      Credit Management<\/strong><\/h3>\n\n\n\n

      Credit-based customers can be controlled using Credit Status, Credit Limit, Payment Rule, and Payment Term fields.<\/p>\n\n\n\n

      This configuration helps retail businesses manage institutional and credit customers separately from regular walk-in customers. <\/p>\n\n\n\n

      When the configured credit limit is exceeded, iDempiere validates the outstanding balance during sales order processing and restricts additional credit transactions based on the customer credit setup.<\/p>\n\n\n\n

      \"\"<\/figure>\n\n\n\n

      Customer Information<\/strong><\/h3>\n\n\n\n
      Field<\/strong><\/td>Value<\/strong><\/td><\/tr><\/thead>
      Invoice Rule<\/strong><\/td>Immediate<\/td><\/tr>
      Payment Rule<\/strong><\/td>On Credit<\/td><\/tr>
      Delivery Rule<\/strong><\/td>Availability<\/td><\/tr>
      Delivery Via<\/strong><\/td>Delivery<\/td><\/tr>
      Price List<\/strong><\/td>Wholesale Sales Price List<\/td><\/tr>
      Payment Term<\/strong><\/td>Net 30 Days<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

      Institutional customers are used for bulk and credit-based sales transactions. Wholesale pricing is assigned by default through the Institutional Customer group.<\/p>\n\n\n\n

      \"\"<\/figure>\n\n\n\n

      Step 6: Configure GST Customer<\/strong><\/h3>\n\n\n\n

      Header Information<\/strong><\/h3>\n\n\n\n
      Field<\/strong><\/td>Value<\/strong><\/td><\/tr><\/thead>
      Search Key<\/strong><\/td>1000001<\/td><\/tr>
      Business Partner Group<\/strong><\/td>Retail Customer<\/td><\/tr>
      Name<\/strong><\/td>Kalyan Jewellers India Limited<\/td><\/tr>
      Name 2<\/strong><\/td>Chennai Branch<\/td><\/tr>
      Customer<\/strong><\/td>Yes<\/td><\/tr>
      Credit Status<\/strong><\/td>No Credit Check<\/td><\/tr>
      Credit Limit<\/strong><\/td>250000.00<\/td><\/tr>
      Tax ID<\/strong><\/td>33AAACK5678Q1Z2<\/td><\/tr>
      Description<\/strong><\/td>Jewellery retail GST customer<\/td><\/tr>
      Active<\/strong><\/td>Yes<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

      Customer Information<\/strong><\/h3>\n\n\n\n
      Field<\/strong><\/td>Value<\/strong><\/td><\/tr><\/thead>
      Invoice Rule<\/strong><\/td>Immediate<\/td><\/tr>
      Payment Rule<\/strong><\/td>Cash<\/td><\/tr>
      Delivery Rule<\/strong><\/td>Availability<\/td><\/tr>
      Delivery Via<\/strong><\/td>Pickup<\/td><\/tr>
      Price List<\/strong><\/td>Standard Sales Price List<\/td><\/tr>
      Payment Term<\/strong><\/td>Immediate<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

      Used for same-state GST billing transactions. CGST and SGST are applied during sales based on the customer GSTIN state code.<\/p>\n\n\n\n

      Step 7: Configure IGST Customer<\/strong><\/h3>\n\n\n\n

      Header Information<\/strong><\/h3>\n\n\n\n
      Field<\/strong><\/td>Value<\/strong><\/td><\/tr><\/thead>
      Search Key<\/strong><\/td>1000005<\/td><\/tr>
      Business Partner Group<\/strong><\/td>Retail Customer<\/td><\/tr>
      Name<\/strong><\/td>Marvel Enterprises<\/td><\/tr>
      Name 2<\/strong><\/td>Bengaluru Trading Division<\/td><\/tr>
      Customer<\/strong><\/td>Yes<\/td><\/tr>
      Credit Status<\/strong><\/td>No Credit Check<\/td><\/tr>
      Credit Limit<\/strong><\/td>125000.00<\/td><\/tr>
      Tax ID<\/strong><\/td>29AAJFM4587L1Z2<\/td><\/tr>
      Description<\/strong><\/td>Karnataka based wholesale and trading customer<\/td><\/tr>
      Active<\/strong><\/td>Yes<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

      Customer Information<\/strong><\/h3>\n\n\n\n
      Field<\/strong><\/td>Value<\/strong><\/td><\/tr><\/thead>
      Invoice Rule<\/strong><\/td>After Delivery<\/td><\/tr>
      Payment Rule<\/strong><\/td>On Credit<\/td><\/tr>
      Delivery Rule<\/strong><\/td>Availability<\/td><\/tr>
      Delivery Via<\/strong><\/td>Delivery<\/td><\/tr>
      Price List<\/strong><\/td>Wholesale Sales Price List<\/td><\/tr>
      Payment Term<\/strong><\/td>Net 30 Days<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

      Used for interstate customer transactions. IGST is applied based on the customer GSTIN state code (29 = Karnataka).<\/p>\n\n\n\n

      Step 8: Configure Contact and Location Details<\/strong><\/h3>\n\n\n\n

      After saving the customer header, use the sub-tabs to add contact and address records.<\/p>\n\n\n\n

      Contact (User) Tab<\/strong><\/h3>\n\n\n\n

      Business Partner \u2192 Contact (User) tab \u2192 New Record (+)<\/p>\n\n\n\n

      Field<\/strong><\/td>Value<\/strong><\/td><\/tr><\/thead>
      Name<\/strong><\/td>Vinay Kumar<\/td><\/tr>
      Email Address<\/strong><\/td>purchase@marvelenterprises.in<\/td><\/tr>
      Phone<\/strong><\/td>9876501234<\/td><\/tr>
      Position<\/strong><\/td>Purchase Executive<\/td><\/tr>
      Active<\/strong><\/td>Yes<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

      Stores customer contact details used for invoices, transaction references, and communication.<\/p>\n\n\n\n

      \"\"<\/figure>\n\n\n\n

      Location Tab<\/strong><\/h3>\n\n\n\n

      Business Partner \u2192 Location tab \u2192 New Record (+)<\/p>\n\n\n\n

      Field<\/strong><\/td>Value<\/strong><\/td><\/tr><\/thead>
      Name<\/strong><\/td>Bengaluru Office<\/td><\/tr>
      Address<\/strong><\/td>Commercial Street, Bengaluru, Karnataka – 560001<\/td><\/tr>
      Ship Address<\/strong><\/td>Yes<\/td><\/tr>
      Invoice Address<\/strong><\/td>Yes<\/td><\/tr>
      Pay-From<\/strong><\/td>Yes<\/td><\/tr>
      Remit-To Address<\/strong><\/td>Yes<\/td><\/tr>
      Active<\/strong><\/td>Yes<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      Tax Applicability<\/strong> The customer state in the Location record determines GST applicability. Same-state customers (Tamil Nadu) use CGST + SGST. Customers in other states use IGST.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      \"\"<\/figure>\n\n\n\n

      Step 9: Save the Record<\/strong><\/h3>\n\n\n\n

      Click Save. The customer is now available for use across:<\/p>\n\n\n\n

        \n
      • Sales Orders<\/li>\n\n\n\n
      • POS Transactions<\/li>\n\n\n\n
      • Customer Invoices<\/li>\n\n\n\n
      • Shipment Transactions<\/li>\n\n\n\n
      • Payment Processing<\/li>\n<\/ul>\n\n\n\n

        Field Reference<\/strong><\/h2>\n\n\n\n

        Business Partner Group Fields<\/strong><\/h3>\n\n\n\n
          \n
        • Search Key <\/strong>– <\/strong>Unique short code for the group (e.g., RETAIL, INST)<\/li>\n\n\n\n
        • Name – <\/strong>Display name used in customer records<\/li>\n\n\n\n
        • Price List – <\/strong>Default price list assigned to all customers in this group<\/li>\n\n\n\n
        • Credit Watch % – <\/strong>Threshold percentage that triggers credit watch alerts<\/li>\n\n\n\n
        • Default – <\/strong>Sets this group as the default for new customer records<\/li>\n\n\n\n
        • Active – <\/strong>Makes the group available for use<\/li>\n<\/ul>\n\n\n\n

          Business Partner Fields<\/strong><\/h3>\n\n\n\n
            \n
          • Search Key – <\/strong>Unique customer code used in transactions<\/li>\n\n\n\n
          • Business Partner Group – <\/strong>Links the customer to a group for pricing and credit rules<\/li>\n\n\n\n
          • Customer – <\/strong>Must be enabled \u2014 makes the record available in sales windows<\/li>\n\n\n\n
          • Tax ID – <\/strong>Customer GSTIN \u2014 determines state code for tax calculation<\/li>\n\n\n\n
          • Credit Status – <\/strong>Controls credit check behaviour during order processing<\/li>\n\n\n\n
          • Credit Limit – <\/strong>Maximum outstanding balance allowed for the customer<\/li>\n\n\n\n
          • Invoice Rule – <\/strong>Controls when invoices are generated (Immediate \/ After Delivery)<\/li>\n\n\n\n
          • Payment Rule – <\/strong>Default payment method (Cash \/ On Credit)<\/li>\n\n\n\n
          • Price List – <\/strong>Overrides the group price list for this specific customer<\/li>\n\n\n\n
          • Payment Term – <\/strong>Default payment term applied to sales transactions<\/li>\n<\/ul>\n\n\n\n

            Configuration Summary<\/strong><\/h2>\n\n\n\n
            Customer Type<\/strong><\/td>Group<\/strong><\/td>Tax<\/strong><\/td>Payment<\/strong><\/td><\/tr><\/thead>
            Institutional<\/strong><\/td>INST<\/td>CGST + SGST<\/td>On Credit \/ Net 30<\/td><\/tr>
            GST Retail<\/strong><\/td>RETAIL<\/td>CGST + SGST<\/td>Cash \/ Immediate<\/td><\/tr>
            IGST Interstate<\/strong><\/td>RETAIL<\/td>IGST<\/td>On Credit \/ Net 30<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

            Business Flow Overview<\/strong><\/h2>\n\n\n\n
            \n

            Business Partner Group (pricing + credit rules)<\/p>\n\n\n\n

            \u2193<\/p>\n\n\n\n

            Business Partner \/ Customer record<\/p>\n\n\n\n

            \u2193<\/p>\n\n\n\n

            Contact + Location (address \u2192 tax state determination)<\/p>\n\n\n\n

            \u2193<\/p>\n\n\n\n

            Sales Order \u2192 POS Transaction<\/p>\n\n\n\n

            \u2193<\/p>\n\n\n\n

            Customer Invoice (GST \/ IGST applied)<\/p>\n\n\n\n

            \u2193<\/p>\n\n\n\n

            Shipment \u2192 Payment Processing<\/p>\n<\/div>\n\n\n\n

            Common Issues<\/strong><\/h2>\n\n\n\n
            Issue<\/strong><\/td>Resolution<\/strong><\/td><\/tr><\/thead>
            Price List not visible<\/strong><\/td>Create and activate a Price List Version<\/td><\/tr>
            Customer unavailable in sales<\/strong><\/td>Enable the Customer checkbox on the Business Partner record<\/td><\/tr>
            Address not appearing on invoice<\/strong><\/td>Enable Invoice Address on the Location record<\/td><\/tr>
            Delivery address unavailable<\/strong><\/td>Enable Ship Address on the Location record<\/td><\/tr>
            Credit transactions restricted<\/strong><\/td>Verify Credit Limit and Credit Status values<\/td><\/tr>
            Changes not reflected after save<\/strong><\/td>Run Cache Reset and log in again<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

            Best Practices<\/strong><\/h2>\n\n\n\n
              \n
            • Use numeric Search Keys for Business Partners to maintain a consistent customer numbering sequence.<\/li>\n\n\n\n
            • Always enable the Customer checkbox \u2014 records without it will not appear in sales windows.<\/li>\n\n\n\n
            • Configure at least one active Location record with Invoice Address and Ship Address enabled.<\/li>\n\n\n\n
            • Use Business Partner Groups to manage default pricing and credit rules instead of overriding configurations for individual customers.<\/li>\n\n\n\n
            • Set Credit Watch % for institutional customer groups to monitor credit exposure before reaching the configured credit limit.<\/li>\n<\/ul>\n\n\n\n

              Next Steps<\/strong><\/h2>\n\n\n\n

              After completing Customer setup, continue with:<\/p>\n\n\n\n

                \n
              • Sales Order Setup \u2014 raise orders against configured customers<\/li>\n\n\n\n
              • POS Transactions \u2014 link customers to point-of-sale sessions<\/li>\n\n\n\n
              • Customer Billing \u2014 generate invoices with correct GST \/ IGST<\/li>\n\n\n\n
              • Payment Processing \u2014 apply payment terms and record receipts<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"

                Customer setup in iDempiere is managed through two windows: Business Partner Group and Business Partner. Together they maintain customer master […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[67,68],"tags":[],"class_list":["post-18628","post","type-post","status-publish","format-standard","hentry","category-retail","category-masters"],"acf":[],"_links":{"self":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/18628","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/comments?post=18628"}],"version-history":[{"count":2,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/18628\/revisions"}],"predecessor-version":[{"id":18724,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/18628\/revisions\/18724"}],"wp:attachment":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/media?parent=18628"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/categories?post=18628"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/tags?post=18628"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}