Customer Accounts vs CRM Customers

Ramsys supports two distinct types of customer records, each serving a different purpose:

Feature

Customer Account (Credit)

CRM Customer

Purpose

For customers who buy on credit

For marketing, loyalty, tracking

Used in POS

Yes – to charge sales to account

Optional – for tracking customer sales

Requires Approval

Yes – credit terms are typically approved by admin

No – can be created freely

Appears in Statements

Yes – shows outstanding balances

No – not shown in financial reports

Balance Tracked

Yes – invoices, payments and Journals

No

Payment Options

Buy now, pay later (invoiced)

Pay immediately (cash/card/eftpos)

Loyalty Integration

Optional

Yes – commonly used for loyalty rewards

Marketing Use

Not ideal – usually formal clients

Ideal – holds email, tags, opt-in status


Customer Account (Credit)

A Customer Account is designed for business or trade customers who are billed monthly and pay on credit terms.

Key details:

A unique account number is assigned

Transactions are charged to the account

Aged balances and statements are generated

Payment reconciliation and credit control apply

⚠️ Credit customers typically require setup approval and may have credit limits assigned.


CRM Customer

A CRM Customer is a record used for marketing, loyalty, and customer tracking — possibly even casual or one-off retail customers.

Key details:

Can include name, email, mobile, birthday, tags, and loyalty info

Sales can be tracked by customer (even if they pay cash)

Ideal for email campaigns, discount eligibility, and Mailchimp integration

Not part of formal accounting — no credit, no statements

💡 Use CRM records to build customer relationships without the complexity of credit accounts.


When to Use Which

A business customer wants to be invoiced monthly

Customer Account

A walk-in customer joins your loyalty program

CRM Customer

You want to send email promotions

CRM Customer

A reseller needs statements and invoice history

Customer Account


Can a Customer Be Both?

Yes — in some setups, a customer can have both a credit account and be marked as a CRM contact.
This allows:

Invoicing through accounts

Receiving loyalty points

Inclusion in marketing campaigns