# Customer Category

### **Module Guide: Customer Category**

#### **Module Location**

#### Sales > Customer > Customer Category

#### **Module Objective**

#### The **Customer Category** module is a tool for managing master data that has two primary functions:

1. #### **Classification**: To create and manage a hierarchical structure for grouping customers based on their type or market segment (e.g., Modern Trade, General Trade, Outlet, Private Label).
2. #### **Accounting Integration**: To link each customer category to specific accounts in the General Ledger. This setup automates the journaling process for every transaction related to customers within that category.

### **1. Main View (Category Structure)**

#### The main page of this module displays all created customer categories in a **tree view** format.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/5BQimage.png)

#### **View Explanation**

- #### **Hierarchical Structure**: This view shows the parent-child relationship between categories. For example, the "CoManufacturing" category (CC0000037) is under the "PRIVATE LABEL" category (CC0000036).
- #### **Navigation**: You can click the **\[+\]** or **\[-\]** icons to expand or collapse a category branch. To edit a category, **double-click** on its name.

### **2. Steps to Manage a Customer Category**

#### When you create a new category or edit an existing one, you will see a detail form.

#### **Step 1: Fill in Basic Category Information**

#### At the top of the form, fill in the basic details of the category:

- #### **Category Code**: The unique code for the category, for example, "CC0000037". ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/8qeimage.png)
- #### **Category Name**: The descriptive name for the category, for example, "CoManufacturing". ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/uzNimage.png)

#### **Step 2: Set Up Account Linking (GL Linking - Important!)**

#### This section is a crucial accounting setup for journal automation. You must define the default General Ledger account for each type of receivable transaction, per currency.

- #### **Account for Tracking Receivables that will be invoice (A/R To Be Invoiced)**: Define the account for recording receivables that have not yet been billed (e.g., from goods that have been shipped but not yet invoiced).
- #### **Account for Tracking Receivables (A/R)**: Define the main Accounts Receivable account for this category.
- #### **Account for Tracking Customer Deposit**: Define the account for recording deposits from customers.
- #### **Account for Tracking Customer Down Payment**: Define the account for recording Sales Down Payments.

#### **Step 3: Save the Settings**

#### Use the buttons in the bottom-left section to save your changes:

- #### **Update**: Saves the changes for this category setting only. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/sOaimage.png)
- #### **Update ALL MASTER CUSTOMER**: Saves the changes and applies them to all existing customer data under this category. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/jHcimage.png)
- #### **Delete**: To delete the category. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/bF4image.png)

### **Tips & Important Notes**

- #### The **Customer Linked Accounts** settings must be done very carefully and in coordination with the **Accounting team** to ensure all transactions are posted to the correct General Ledger accounts.
- #### A good category structure will greatly simplify the process of sales reporting and customer analysis by segment.
- #### Use the **Update ALL MASTER CUSTOMER** button with caution, as it will change the accounting links for all existing customers within that category.