Holds, notes and external references
Where: a customer → Records. The add forms are the tabs Add hold, Add note and Add external reference.
Holds
Who: customer.credit.view to see; customer.hold.manage to add; feature Holds.
A hold stops one kind of activity. It is separate from the account status: an ACTIVE customer can have a CREDIT hold.
| Hold type | Stops |
|---|---|
| CREDIT | New orders (credit check fails) |
| ORDER | New orders |
| ACCOUNT | All ordering on the account |
| INVOICE | Invoicing (recorded for Invoicing to respect) |
| DELIVERY | Deliveries (recorded for dispatch to respect) |
Add a hold
- Records → Add hold.
- Choose the Type and enter the Reason (up to 500 characters).
- Save. "Created successfully. Account status and typed holds remain separate."
Example: Harbour Bistro (CUST-0023) has an invoice over 90 days late. Farah adds a CREDIT hold:
"Invoice INV-0021 over 90 days overdue; account review 15 Nov." Nadia's next order for Harbour Bistro is
refused: "Customer is on credit hold".
The Holds table shows Type, Reason, Active, Applied, Released and Release reason. Only one active hold of each type is allowed ("An active hold of this type already exists").
Releasing a hold isn't on the screen yet (see Help).
Internal notes
Who: customer.note.view to see; customer.note.manage to add; feature Notes.
Notes are for staff only; customers never see them and the register search doesn't search them.
| Field | Rule | Example |
|---|---|---|
| Type | GENERAL, SALES, CREDIT, DELIVERY, INVOICING, COMPLIANCE, INTERNAL_WARNING | DELIVERY |
| Internal note | Up to 4000 characters | Deliveries before 10:00 only; use the rear entrance. |
| Effective from | Optional | 2026-11-01 |
| Effective to | Optional, not before Effective from | (empty) |
INTERNAL_WARNING notes are never shown in quick customer lookups used by other screens. Notes are never deleted.
External references
Who: customer.view to see; customer.update to add; feature External references.
Link the customer to its ID in another system: your old ERP, an e-commerce shop, a marketplace.
| Field | Example |
|---|---|
| System code | SHOPIFY |
| Reference type | CUSTOMER_ID |
| External reference | 7729913844 |
The register Search customers finds customers by an active external reference. The same reference can be active on only one customer. Passwords or keys must not be stored in references.
Next: Groups.