Customers in Irsaal Milk Shop Software are subscribers, added under Management → Customers (page heading Customers (Subscribers)) with Add Customer. Each customer has contact details, a Customer Type (Monthly Payer, Weekly Payer or Daily Payer), an Assigned Rider, a Delivery Time, the milk they take and how many litres, their own price, and optionally the products they take besides milk. Each customer has a Ledger that keeps their running balance. A customer with a rider and litres for the shift appears on that rider's round when the round is dispatched.
On this screen: Customers
The page shows five counters: Active Subscribers, Today Morning, Today Evening, Today Demand and Total Receivable. Under them are the filters: Search name / phone, All Types (Monthly, Weekly, Daily), All Riders, All Shifts, and, when riders have added customers, Added by anyone / Added by riders, then Filter. The buttons are Milk Forecast, Added by Riders (with a count badge) and Add Customer. The table columns are Customer, Type, Shift, Delivery Days (when flexible schedules are on), Morning, Evening, Daily (L), Rate, Rider, Location, Balance and Actions (Ledger, edit and delete). A red balance means the customer owes you.
If your plan caps customers, the button shows a used/limit count with Upgrade.
How do I add a customer?
- Open Customers and press Add Customer. The heading is Add Customer.
- Under Contact fill in Full Name (required), Phone, Area / Route and Address.
- Under Subscription choose Customer Type:
- Monthly Payer (billed to ledger) and Weekly Payer (billed to ledger): the milk is added to their ledger and they settle later. Their Balance grows with each delivery.
- Daily Payer (pays cash daily): they settle at the door.
- Choose the Assigned Rider (or -- None --) and the Delivery Time: Morning, Evening or Both (Morning + Evening).
- Under Milk & Quantity tick every kind of milk the customer takes. For each ticked milk enter Morning (L) and Evening (L), and a Rate (per litre) if the price differs from the shop rate (the note Special price for this customer appears). Total Per Day, Average Rate and Bill Per Day are worked out as you type. At least one milk with litres above zero is required, or you see "Enter how many litres of at least one kind of milk this customer takes."
- When Flexible Delivery Schedules is on, choose Delivery Days: Every Day, Selected Weekdays (tick the weekdays) or Every Other Day (with a First Delivery Date).
- Under Account, enter Opening Balance (owed by customer) for a customer who already owes you. Positive means they owe you. It cannot be changed after the customer is saved, because it opens their ledger.
- Add Notes if needed and press Add Customer. The message reads "Customer added successfully." followed by a summary of their milk.
If WhatsApp is connected and the New customer welcome message is on, the customer gets a welcome message with their type, delivery time, milk, days and account details.
How do I change a customer?
Press the edit icon in Actions. The form is the same, with an Active subscriber tick and no opening balance. Saving reads "Customer updated successfully." To stop deliveries without losing history, untick Active subscriber.
Can I delete a customer?
Only one with no history: "Cannot delete a customer with ledger history. Deactivate instead." A customer who has been billed or has paid can only be made inactive. A customer added by mistake with no ledger lines can be deleted; their saved day changes, daily products and loyalty entries go with them.
How do I give a customer products besides milk?
If Product Delivery by Riders is on (Settings → Modules → Rider), the form has a Products section: "Anything this customer takes besides milk — dahi, butter, bread, eggs. It goes out with the rider like the milk, and is billed when the round is approved."
- Press Add a product, and choose a Product (and a Size for a product sold in sizes), then Morning and Evening quantities and a Rate (a special price shows Special price for this customer).
- By default the products go at the Same delivery time and days as the milk. Untick it to set a Product Delivery Time, Product Delivery Days and First Product Delivery Date of their own.
- Each product may be on the list only once; a product sold in whole pieces must have a whole-number quantity.
A customer with a product but no milk on a day is still a stop on the rider's round ("ONLY A PRODUCT TODAY").
How do I take a payment from a customer at the counter?
Open the customer's Ledger and press Receive Payment (needs the Receive Customer Payment button permission). Enter Amount (or Full Balance / Half), choose Into Account, set the Date and an optional Note, then Save Payment. The message is "Payment of :amount recorded." A payment above the balance is kept as advance ("This is more than the balance — the extra is kept as advance."). A rider's collections are different: they are credited when the office approves the rider's round.
What does the customer Ledger show?
The Customer Ledger page shows the customer's type, shift, phone, area, litres per day and rate, rider, Current Balance (Customer owes you / Advance / settled), and, with the loyalty programme on, their points. Filters are From, To and Shift with Apply and Reset. The table columns are Date, Shift, Description, Qty (L), Rate, Milk (Debit), Paid (Credit) and Balance, with Period Totals. Export PDF needs the Export / Print Ledger button permission.
What is the Milk Forecast?
Daily Operations → Milk Forecast ("Collective milk required by all active customers, calculated from their daily, weekday or alternate-day schedule") totals the milk you need between two dates: pick From Date and To Date (a window of at most 367 days) and press Calculate Milk. It shows Total Milk Required, Morning, Evening, Average Per Day, Delivery Stops, the peak day, and a day-by-day table with By Kind of Milk. Use it to plan what to arrange with suppliers.
How do I review customers riders added?
When riders may add customers (see Irsaal Rider app for milk riders: complete guide), a banner on Customers says "N customers added by riders are waiting for approval." with Review. Added by Riders lists each entry (Waiting for approval). A sign-up made on a round is settled when you approve that round ("Settle with the round"). One made with no round open ("Sign-up only") is approved here with Add as customer (or Match to :name when it is set to an existing customer, or Close without adding). Correct lets you fix the name, phone, milk, days, rider or what happens on approval. Turn down rejects the sign-up with an optional reason. Approving needs the Add right on Customers, correcting needs Edit, turning down needs Delete. A customer approved this way is marked Added by :rider.
Frequently asked questions
How do I add a customer in Irsaal milk software?
Open Customers → Add Customer. Enter the name, choose the Customer Type, Delivery Time, the milk and litres, an Assigned Rider, and press Add Customer.
Why is a customer not showing on my rider's round?
They have no Assigned Rider, they are inactive, they take no litres for that shift, today is not one of their Delivery Days, or the round was dispatched before they were added. A round that has gone out keeps the list of doors it went out with. If it has not been handed over yet, cancel it with the red cross on Rider Dispatch ("Cancel dispatch and reverse daily bills?") and dispatch it again.
What is the difference between Monthly, Weekly and Daily Payer?
Monthly and Weekly payers are billed to their ledger as milk is delivered and pay later; only how often somebody collects differs. A Daily Payer pays at the door.
How do I stop a customer's milk for a few days?
Do not edit the customer. On Rider Dispatch, press No Delivery / Change Quantity for those dates. See Rider Dispatch, no delivery and live tracking in Irsaal milk.
Can a rider see the customer's phone number?
Yes by default. Switch on Hide Customer Phone Numbers from Riders on Settings → Modules to hide it in the app and the Rider Portal.
How do I import my customers from Excel?
Use Import Data with the customers template. See Import customers, products and stock from Excel, and restore a backup, in Irsaal milk.
Khulasa (Roman Urdu)
Customer "Customers → Add Customer" se banta hai: naam, "Customer Type" (Monthly/Weekly ka bill ledger mein lagta hai, Daily darwaze par paisay deta hai), "Assigned Rider", "Delivery Time", doodh aur litre. Purana baqaya "Opening Balance (owed by customer)" mein likhein (baad mein badal nahi sakta). Payment "Ledger" ke "Receive Payment" se lein. Jis customer ki ledger history ho use delete nahi kar sakte, sirf inactive. Kuch din doodh band karna ho to "Rider Dispatch" ka "No Delivery / Change Quantity" istemal karein.