> ## Documentation Index
> Fetch the complete documentation index at: https://docs.filexpress.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Customers

> Customer directory with tax data, exemptions, and transaction history

The customer catalog is the basis for issuing invoices correctly. Each customer stores their tax data, taxpayer type, and VAT (IVA) configuration, which the system applies automatically when the customer is selected in a sale.

## Customer types (`business_type`)

| Value | Label | When to use |
| - | - | - |
| `non-business` | Individual | Final consumer without business activity. Identified by DUI, passport, or another personal document |
| `natural` | Natural Person | Individual taxpayer with a registration number (NRC) and NIT |
| `legal` | Legal Entity | Company or corporation with legal name, NRC, and NIT |

## Create a customer

**1. Go to Sales → Customers → New Customer**

**2. Basic data**

| Field | Description |
| - | - |
| Trade name | Name that appears in the system and on invoices |
| Legal name (`legal_name`) | Full legal name (for `natural` and `legal`) |
| Customer type | `non-business`, `natural`, or `legal` |
| Company size | Internal classification (large, medium, small, micro) |

**3. Tax identification**

| Field | Description |
| - | - |
| Registration Number (`register_number`) | Taxpayer's NRC |
| NIT (`tax_number`) | Tax Identification Number |
| Document type | For individuals: DUI, passport, resident card, etc. |
| Document number | Number of the selected document |
| Economic activity | Customer's tax activity |

**4. Contact and location data**

Phone, email, country, department, municipality, and full address. In countries without a loaded catalog of departments and municipalities (for example, the United States), the **state** and **city** are entered as free text and printed on documents.

**5. Special configuration**

| Field | Description |
| - | - |
| **TAX exempt** (`is_exent`) | If active, the system removes VAT from prices when invoicing this customer — even if the products are taxable |
| **Public Institution** (`is_public_institution`) | Marks the customer as a government entity. Affects the type of tax document that can be issued according to regulations |
| **Ledger account** | Accounts receivable account that will be used for the journal entries of sales to this customer |

**6. Contacts**

In the **Contacts** tab you register the customer's contact people, separated by area:

| Type | Use |
| - | - |
| **Financial** | Collections and account statements. These contacts receive the [pending invoices reminder](https://docs.filexpress.app/en/docs/finanzas/cuentas-cobrar.md#reminder-of-pending-invoices) |
| **Technical** | Support or operational service matters |
| **Administrative** | Paperwork, contracts, and general management |

Each contact has a name (required), job title, email, and phone. You can add several per type and they are saved together with the customer.

**7. Save**

The customer is immediately available in the POS and New Sale.

## VAT exemption

When a customer has `is_exent = true`, upon selecting them in a sale:

* The system automatically switches the document to **exempt** mode.
* Taxable products are invoiced without VAT — the price is divided by 1.13 to obtain the base value.
* The sale total reflects the price without tax, which is the amount the customer pays.

```
Producto gravado $11.30 (incluye 13% IVA)
Para cliente exento → $11.30 ÷ 1.13 = $10.00
```

> [!NOTE]
>
> The exemption also applies to promotion discounts — combo and override\_price prices are also divided by 1.13 for exempt customers.

## Public institution

Customers marked as a public institution (`is_public_institution = true`) require specific document types according to local tax regulations. The system restricts the DTE types available when invoicing these entities.

## Customer profile

From each customer's detail (**View detail** in the list always opens the dedicated view) you can see:

* Financial, technical, and administrative contacts.
* Complete history of sales and quotes.
* Outstanding receivable balance.
* Tax and contact data.

## Search

The search in the list covers: trade name, legal name, email, phone, NRC, NIT, document number, and address.

## Import and export with Excel

**Export** downloads the customer list in Excel. **Import** loads customers in bulk:

**1. Click Import and download the template**

**2. Fill in one row per customer**

* **Required:** Name, Address, Country, Department, Municipality, Phone, Email, Customer Type.
* **Optional:** Legal Name, Document Type, Document Number, NRC, NIT, Line of Business or Activity, VAT Exempt, Public Institution.

**3. Upload the file and review the preview**

Each row indicates whether it will be **created** or **updated** and any errors found.

**4. Confirm the import**

Only valid rows are imported. At the end a summary of created, updated, and errored rows is shown.

> [!NOTE]
>
> Country, department, and municipality must exist in the system (they are matched by approximate name). If the document number already exists in the branch, the customer is updated instead of duplicated. *Customer Type* accepts Natural Person, Legal Entity, or Final Consumer; *VAT Exempt* and *Public Institution* accept Yes / No.


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.