> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Customer records
> Find a customer, read their purchases and debts, change their status and email a statement from one screen at the counter.
export const AuditNote = ({action = 'This action'}) =>
{action} is written to your workspace's audit log with your name, the
record touched and the time — a HIPAA requirement, and one you can review
yourself under Audit Log. See{' '}
Audit log.
;
export const StillStuck = ({topic}) =>
Still stuck{topic ? ` with ${topic}` : ''}?{' '}
Check Troubleshooting first —
it covers the failures we see most often. If that does not resolve it,{' '}
contact support and include
your workspace name and the time the problem happened, so we can find the
matching entry in your audit log.
;
export const Path = ({steps = []}) =>
{steps.map((s, i) =>
{i > 0 ?
›
: null}
{s}
)}
;
export const Availability = ({editions = ['all'], plans, roles, note}) => {
const list = editions.includes('all') ? ['clinic', 'pharmacy', 'lims'] : editions;
return
Available in
{list.map(e =>
{EDITION_LABELS[e] || e}
)}
{plans ? Plan : null}
{plans ? {plans} : null}
{roles ? Who : null}
{roles ? {roles} : null}
{note ? {note} : null}
;
};
**Customers** is where a repeat buyer stops being an anonymous till transaction. It answers the four questions your counter actually asks about a person: what did they buy, what do they owe, what have they prepaid, and who is allowed to collect for them.
## What is on the screen
The header reads **Customers** — "Purchases, debts, money on account, and who may collect." — with **Refresh** and **New customer** beside it, and two tabs below: **Customers** and **Prospects**.
Three tiles sit above the table:
| Tile | What it counts |
| -------------------------- | ---------------------------------------------------------- |
| **Customers** | How many customer accounts your pharmacy has in total |
| **On account (this page)** | Prepaid money held for the customers **currently listed** |
| **Owed (this page)** | Outstanding debt across the customers **currently listed** |
**Two of those three tiles are page totals, not book totals.** They say "(this page)" for a reason: they add up only the rows the table is showing right now, so filtering or searching changes them. Never quote **On account (this page)** or **Owed (this page)** as what your whole business holds or is owed — for the business-wide figure, use the [Expenses page](/pharmacy/money/expenses) and the [reports workbench](/pharmacy/money/analytics).
Below them is the **Customer accounts** table, with **Search name, phone, ID…** and a status filter (**All statuses**, **Active**, **Prospect**, **Inactive**, **Blocked**). Search matches on name, phone and ID number.
**"Showing the closest matches only — narrow the search to see the rest."** Your search matched more people than the table will list at once. Add a surname or a phone number rather than paging through — the missing rows are not missing records.
## The customer profile
Selecting a row opens the profile. Three figures sit across the top:
* **On account** — prepaid money the customer has already handed you.
* **Owed** — what they still owe on part-paid sales.
* **Lifetime** — everything they have spent with you.
Next to them are a status select, **Money on account**, **Email statement**, and a **\{n} reward(s) available** badge when loyalty is running.
Underneath, five tabs:
| Tab | What it holds |
| ------------- | --------------------------------------------------------------------- |
| **Purchases** | Every sale: its number, date, item count, payment method and total |
| **Debts** | Part-paid sales with a balance due, each with **Settle from account** |
| **Account** | The running list of deposits, cash-outs, corrections and spends |
| **People** | Who may collect on this customer's behalf |
| **Insights** | Loyalty, reminder preferences and a **Most bought** analysis |
### Purchases state refunds, they never net them away
A sale that was partly refunded or discounted says so on its own line — **"\{amount} refunded or discounted"** — as well as showing the net total. A figure that quietly shrank is a figure someone will query at the counter, so the screen shows both halves.
### Insights
The loyalty panel names your programme, the spend threshold and the reward, and tells you how far off the next one is. With no programme configured it reads **"No loyalty programme running — Set one up in Settings → Loyalty to reward repeat customers."**
The same tab carries **Reminders to this customer** — **Outstanding balance reminders** and **Loyalty reward emails**. Both are per-customer switches on top of your pharmacy's own settings: "Only sent while your clinic has the matching reminder switched on." A customer with no email address on file receives nothing regardless.
## Email a statement
**Email statement** sends the customer their balance and what they owe. It is disabled when there is nothing to send, with the tooltip **"Nothing to send — no debt and no balance"**. On success you get **"Statement emailed to the customer"**.
## Prospects are a different shape
The **Prospects** tab lists enquiries — people who have contacted you but never bought. A prospect has no account, no purchases and no balance, which is exactly why they get their own tab instead of appearing in the customer table as a dormant account. Promote one from its own row action; until you do, none of the account machinery applies to them.
## Statuses
**Active**, **Prospect**, **Inactive** and **Blocked**. Only one has teeth: **Blocked** stops the account taking on new credit, so a blocked customer cannot walk out part-paid. The rest are labels for your own filtering.
## Who can open this screen
A cashier cannot reach **Customers** at all — the till role is deliberately narrow, and reaches only **POS** and **Sales**. A pharmacy technician reaches customers but not the money surfaces. See [Staff permissions](/platform/team/permissions).
## Next
Deposits, cash-outs, corrections, and paying from the balance at the till.
Family members and errand runners allowed to pick up an order.
The **New customer** sheet, field by field.
Attaching a customer to a sale at the counter.