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Adding a New Customer for the First Time

Learn how to add a new customer in Ordermentum, set up their delivery, invoice and payment details, and invite users so they can order for themselves.

Overview

The Add Customer tool lets any supplier user connect with a new venue and start trading straight away. You search for the venue, choose how it’s invoiced and paid, and optionally add users so it can place orders itself.

If the venue is verified on Ordermentum, selecting it from the search fills in its details, including the delivery address. If it isn’t, you enter the details yourself.

Before you begin

Have the following ready:

  • The venue’s trading name and corporate entity

  • Their delivery address, in case the venue isn’t found in the search

  • How you want to invoice them and how they’ll pay

  • The email addresses of anyone who needs to log in and order (optional, and you can add users later)

Adding a new customer

Step 1: In the left hand menu, go to Customers.

Step 2: Select Add Customer in the top right corner. The Add Venue form opens.

Step 3: In Trading Name, start typing the venue’s name and select it from the search results. If you find it, its details, including the delivery address, are filled in for you. If it doesn’t appear, enter the details manually.

Step 4: Complete the rest of the form, using the guide below.

Step 5: Select Save.

When the venue doesn’t appear in the search

Only verified venues appear in the Trading Name search. A venue is verified on Ordermentum when it meets any one of these in the past 90 days:

  • It has placed 2 or more orders.

  • It has 2 or more invoices with a payment method.

  • It has traded with 2 or more suppliers.

If the venue isn’t verified yet, it won’t show up in the search. In that case, create the customer manually by filling in the form yourself, including the venue’s details and delivery address.

What each section of the form does

Venue Details

  • Trading Name - The name you call the venue. Type it and select the venue from the search results. Only verified venues appear, and selecting one pre-fills its details so you don’t need to type them in.

  • Corporate Entity - Required.

  • ABN, Business Email, Business Phone - Optional.

  • Make this venue active on creation - Ticked by default. Untick it if you’re not ready for the venue to place orders, for example while you wait on a contract.

    Deactivated customers appear in the Deactivated tab on the Customers page, and you can activate them when you’re ready.

Delivery Address

If you selected a verified venue in Trading Name, the delivery address is already filled in, and you can override it if needed.

If you entered the venue manually, fill in Address Line 1, City, State, and Postcode (all required), and Address Line 2 if needed.

Billing Address

Tick Same as shipping address, or untick it to enter a different billing address.

Invoice & Payment

These settings are based on your global settings. You can change them later from the customer’s page.

  • Invoice Dates - On delivery or On creation.

  • Invoice Frequency - On place, Weekly, Manual, or Daily.

  • Payment Method - Credit / Debit Card, Direct Debit, or Other.

  • Payment Terms - Days, End of week, End of day, or End of month.

  • Payment Terms Offset - The number of days after the invoice date.

Trading Terms

Choose the customer’s Schedules, Pricing Group, Visibility, Freight Group, and Minimum Order Value. You can change these now or at any time later.

To learn more about this set up to easily manage your customer's payment, have a read on Setting Up Trading Terms For Your Customers.

Add users (optional)

Add users if you want the venue to log in and order for themselves. Enter each user’s First Name, Last Name, Email Address, and Mobile Number.

  • Any venue user’s email works. It doesn’t have to be the venue owner.

  • Each user is sent an invitation to trade with you straight away.

  • To set a user up now and invite them later, untick Send this user a welcome email on creation.

  • Select Add another user to add more.

  • If the person already has an Ordermentum account, you still need to add them to this venue. This is a required data and security step that protects both suppliers and retailers.

Define properties (optional)

Set values for your custom properties, such as Account Manager or Sales Rep. See Creating and Managing Properties in Ordermentum.

Adding several customers in a row

Select the dropdown arrow next to Save, then choose Save and create another.

Troubleshooting

I can’t find my customer when I search their name

Only verified venues appear in the Trading Name search. If the venue is new to Ordermentum or has had little activity in the past 90 days, it may not be verified yet. Enter their details manually to create the customer.

I can’t save the customer

Check that every field marked with an asterisk is filled in: Trading Name, Corporate Entity, Address Line 1, City, State, Postcode, Invoice Dates, Invoice Frequency, Payment Method, and Payment Terms.

I can’t find the customer I just added

If you unticked Make this venue active on creation, look in the Deactivated tab on the Customers page.

My customer didn’t get an invite

Check that you added them as a user and that Send this user a welcome email on creation was ticked. Ask them to check their spam folder, and confirm the email address is correct.

I can’t see the Add Customer button

This depends on your user permissions. See Understanding and Setting Up User Permissions in Ordermentum.

FAQs

Why doesn’t my venue appear when I search the Trading Name?

Only verified venues appear in the search. A venue is verified when, in the past 90 days, it has placed 2 or more orders, has 2 or more invoices with a payment method, or has traded with 2 or more suppliers. If it doesn’t appear, create the customer manually.

What does it mean for a venue to be verified?

It means the venue has recent activity on Ordermentum, as described above. Verified venues can be found in the search, and their details, such as the delivery address, are filled in automatically.

Do I need to type the delivery address when I select a venue from the search?

No. It’s pre-filled when you select a verified venue. You can still edit it if needed.

Do I have to add users when I create a customer?

No. Adding users is optional, but customers need at least one user to place orders themselves. You can add users later from the customer’s page.

Can I place orders for a customer before they start self-ordering?

Yes. You can order on their behalf from the customer’s page. See Placing Orders for your Customers.

Can I change a customer’s invoice, payment, or trading terms later?

Yes. You can update them at any time from the customer’s page.

What if the customer already has an Ordermentum account?

You still need to add their user to the new venue.

Can customers connect with me themselves?

Yes. The Customers page has a Sign up link with QR code banner. Customers can use the link or scan the code to connect with you.

Need More Help?

If you’re having issues adding a customer or inviting their users:

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