Setup a Customer

The customer setup process involves a business entity entering the necessary details for each customer or client they engage with. It's critical to clearly define who the customer is, especially in situations where a third party is involved in covering the costs. The accurate setup of customer information ensures proper invoicing, regulatory compliance, and financial reporting.

❗️

Kindly Note!

eTIMS system or Slade360 eTIMS APIs does not store sensitive personal information, such as patient details in the context of healthcare, to ensure confidentiality and data protection.

Only the basic information required for billing is captured in the eTIMS system.

In cases where a third party covers the cost on behalf of an individual, that third party becomes the customer.

Example

When a corporate client or government institution pays for a service or a good on behalf of an employee, the business entity should set up the third party (employer, etc.) as the customer in eTIMS system.

Since these third-party customers may be required to report transactions and VAT to the Kenya Revenue Authority (KRA), including detailed and accurate information regarding the third-party entity funding the purchase is crucial.

This ensures that all financial reporting, tax obligations, and invoicing processes are properly aligned with local regulations.

Detailed Customer Information Setup

The following fields must be completed when setting up a customer via the Slade360 eTIMS APIs:

1. Customer Name

   The official or legal name of the customer, whether it is an individual or a corporate entity.

   Example

   If the customer is an employer, it could be entered as ABC Corporation. If it is an individual, use the full name as provided.
   
   

   Importance

   This is the primary identifier for all transactions related to the customer. It ensures that invoices, reports, and other communications are linked to the correct entity.

2. Customer Type

   This specifies the type of customer, which determines the nature of the relationship and transaction handling within the eTIMS system via Slade360 APIs.

   Example

   1. Employer
      For companies that provide financial support for their employees' services or products.
   2. Self-Funded/Individual
      For customers paying directly without third-party support.
      
      

   Importance

   The customer type classification is essential for segmenting different customers and managing transactions according to their specific requirements.

3. KRA PIN

   The Kenya Revenue Authority (KRA) PIN of the customer is mandatory for all business-to-business transactions or where VAT is applicable.

   Example

   For a corporate customer, their registered KRA PIN would be used.
   
   

   Importance

   The KRA PIN is a key component for tax reporting and invoicing. It ensures that all transactions linked to the customer are correctly reported for VAT and other tax obligations.
   This is especially important for organizations that need to file taxes with the KRA, as the PIN ties the financial activity to the customer’s tax records.

4. Contacts

   The contact details of the customer, typically including their phone number and email address.

   Example

   For a registered company, the contact might be the billing department's phone number and email. For an individual customer, it could be their personal phone number and email address.
   
   

   Importance

   Contact information is necessary for communication regarding billing, invoices, and any customer service queries.
   Having accurate contact details ensures that the business entity can quickly reach out to the customer regarding any transaction or account-related issues.

Importance of Accurate Customer Setup

Accurately setting up customers in eTIMS is essential for several reasons:

1. Financial Reporting
   Proper customer details ensure that financial transactions are accurately recorded and reflected in the organization’s financial statements.
2. Compliance
   For third-party customers, particularly those required to report VAT, having accurate KRA PINs ensures that the business entity remains compliant with local tax regulations.
3. Customer Relationship Management
   By maintaining accurate customer contact information, the business can effectively manage communication, invoicing, and customer service interactions, improving overall customer satisfaction.

For more comprehensive information, please visit: Customer.

👍

Why Slade360 eTIMS APIs?

Through Slade360 eTIMS APIs, business entities can efficiently manage their customer information, ensuring that transactions are properly recorded, compliant with regulatory requirements, and easily traceable for both operational and audit purposes.