Customers
Customer overview: display, search, filter, add, edit, delete and export customers.
The customer overview displays the customers (debtors) recorded in X4fleet as master data. It is used to view, search, filter, maintain and export the customer base. The overview is intended for dispatchers and those responsible for master data.
1. Navigation
The customer overview is accessible via the main menu under Master Data › Customers.
Note: Access to the page is restricted to users with the corresponding master data permissions (e.g. master data management, dispatching, clerical processing as well as web ordering). Users without these roles do not see the page.
2. Customer overview (table)
The overview presents all customers of the currently selected group in a configurable table. One customer is displayed per row.
Default columns
| Column | Description |
|---|---|
| Organisation | Company name of the customer |
| Contact | Contact person of the customer |
| Priority | Stored priority of the customer |
| Address | Address of the customer |
| External reference | External reference (e.g. from the customer's ERP system) |
| Phone | Phone number |
| Customer number | Internal customer number |
Columns hidden by default
The following columns are available but are not displayed by default. They can be shown via the column configuration (see Section 8):
| Column | Description |
|---|---|
| Name 2 | Additional name line |
| E-mail address of the customer | |
| Invoice final recipient | Differing final recipient for the invoice |
| Price catalogue | Price catalogue assigned to the customer |
| Discount | General item discount |
Sorting
Clicking a column header sorts the list in ascending or descending order by that column.
Open a customer
A double-click on a row opens the selected customer for editing (see Section 4).
3. Search and filter
Quick search
Using the search field in the toolbar, the customer list can be searched across all columns. Enter the search term and confirm with Enter – the list is then restricted server-side to matching hits.
Column filters
A filter row is available below each column header. Enter the desired filter value for the respective column there and confirm with Enter. Several column filters can be combined; filtering is performed server-side.
Note: Both the quick search and the column filters are only applied after confirming with Enter.
4. Add and edit a customer
New customers can be recorded and existing customers edited via the toolbar.
Add a customer
A new customer is created with the "Add" button.
Edit a customer
The "Edit" button is available as soon as exactly one customer is selected in the list. Alternatively, a customer can be opened for editing by double-clicking the table row.
Business partners can be both debtors (customers) and creditors (orderers).
- Customer: Person or company that receives or sends goods (final beneficiary of the transport service).
- Orderer: The customer who places the order, holds the contract and commissions the transport service.
Fields when recording a business partner
| Field | Description |
|---|---|
| Organisation | Company name |
| Last name / First name | Name of the contact person |
| Ref. ID | External reference ID from the customer's ERP |
| Customer number | Internal customer number |
| Phone 1 / 2 / Fax | Contact phone numbers |
Unique e-mail address (e.g. firma@example.com) | |
| Language | German, English, French or Italian |
| PO box | PO box address |
| Street, No., Postcode, City, Country | Full address (selection from Google data recommended) |
| General surcharge % | General surcharge as a percentage |
| Fuel surcharge % | Fuel surcharge as a percentage |
| Loading aid surcharge % | Loading aid surcharge as a percentage or absolute value |
Contacts
Contacts are independent data elements and, after being recorded, can be assigned to both business partners and locations.
| Field | Description |
|---|---|
| Organisation | Name of the organisation |
| Last name / First name | Name of the contact person |
| Ref. ID | External ID (freely assignable) |
| Phone 1 / 2 / Fax | Manual entry |
| Unique e-mail address | |
| Language | DE / EN / FR / IT |
| Address | Full address (Google data) |
| Remarks | Free text field |
A contact can be assigned to an existing business partner via the "Business partners" tab.
5. Delete customers
Customers that are no longer needed can be deleted from the overview.
- Select one or more customers in the list.
- Click the "Delete" button in the toolbar.
- Confirm the safety prompt.
The selected customers are removed. The simultaneous deletion of several customers (batch operation) is supported.
Note: For users who are authorised exclusively for web ordering, the customer is not deleted; instead, only the assignment to the user is removed.
6. Multiple selection
The table supports the selection of several rows. The following actions are also available via the toolbar:
- Select all: selects all customers across all pages.
- Clear selection: clears the entire selection again.
The availability of the "Edit" and "Delete" actions depends on the current selection: "Edit" requires exactly one selected customer, "Delete" at least one.
7. Page navigation (pagination)
The customer list is loaded page by page. At the bottom of the table, the page navigation, the display of the record count as well as a selection field for the page size are available.
Possible page sizes: 50, 100, 250, 500, 1000, 2000 entries per page (default: 50).
8. Column configuration
The column configurator can be opened via the settings icon (gear) in the toolbar. There, columns can be shown and hidden. In addition, the columns can be adjusted in width directly in the table and rearranged by drag and drop.
The configuration is saved user-specifically and is retained after logging out.
9. Layout templates and reset view
The current table layout (columns and arrangement) can be saved as a named template and restored later.
- Add template: saves the current table layout under a freely selectable name.
- Apply template: selected templates appear as separate buttons in the toolbar; a click restores the saved layout.
- Manage templates: templates can be renamed, marked as favourites or shared with groups/roles.
- Reset view: resets the table to the default layout after confirming the safety prompt.
The daily table layout is saved automatically and restored when the page is opened again.
10. Excel export
The currently filtered customer list can be exported as an Excel file. The "Export" button downloads an .xlsx file.
The export takes the active filters as well as the currently visible columns into account. By adjusting the filters and the column configuration before the export, the content of the export file can be controlled. The file is saved under the name Export-YYYYMMDD-HHMMSS.xlsx.
11. Group reference and automatic refresh
The customer overview always refers to the currently selected group. If the active group is changed via the global group switcher, the table reloads automatically and displays the customers of the new group.
Note: Users who are authorised exclusively for web ordering only see the customers assigned to them.
12. Summary: available actions
| Action | Description | Prerequisite |
|---|---|---|
| Add | Record a new customer | — |
| Edit | Edit the selected customer | Exactly 1 customer selected |
| Delete | Delete the selected customers | At least 1 customer selected |
| Select all / Clear selection | Select or deselect all customers | — |
| Search | Full-text search across all columns (Enter) | — |
| Column filter | Filter per column (Enter) | — |
| Column configuration | Adjust the displayed columns | — |
| Templates | Save and restore the table layout | — |
| Reset view | Restore the default layout | — |
| Export | Export the filtered list as Excel | — |