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Customers & KYC Approval

Create a customer, attach KYC documents and take it through verification to Approved.

Used bySales MgrCSRFinance Mgr

Every new customer goes through KYC verification before it can be used. Until it is Approved, the customer is disabled and cannot be selected on quotations, orders or invoices.

Who: Customer Service Rep and Sales Manager create customers; the Finance Manager verifies and approves (the workflow actions are open to any user who can edit customers — follow your internal KYC policy). Menu: CRM → Customers.

The customer list

Customer cards with the workflow state chip.
Customer cards with the workflow state chip.

Step 1 — Create the customer (Draft)

  1. CRM → Customers → Add Customer.
  2. Enter Customer Name, Customer Type (Company / Individual), Customer Group (e.g. Banks & Issuers, Retail & Loyalty, Transport & Access) and Territory.
  3. Save. The customer is created in state Draft and is disabled.
New customer.
New customer.
Note

Customers are named after the customer name. If the name already exists, the system adds a suffix (e.g. “Sebenza Staff Rewards – 1”) and tells you — check you are not creating a duplicate.

Step 2 — Attach KYC documents

In the Documents section, add a row per document in Customer Documents: a File Name (for example CIPC Registration (CoR14.3), FICA Proof of Address, Bank confirmation letter) and the Attachment. Save.

Customer Documents table for KYC paperwork.
Customer Documents table for KYC paperwork.

Step 3 — Send for verification

Click Actions → Send For Verification. The state becomes Pending KYC Verification.

Actions in Draft.
Actions in Draft.
Customer pending KYC verification.
Customer pending KYC verification.

Step 4 — Verify (Finance Manager)

Open the customer and review the details and documents, then choose from Actions:

Approve or Incomplete Data.
Approve or Incomplete Data.

Incomplete Data — a pop-up asks what is missing. Type a clear note and click Save & Continue. The note is saved in Incomplete Data Notes on the customer for the sales team to action.

Recording what is missing.
Recording what is missing.
The customer in Incomplete Data, with the note visible on the form.
The customer in Incomplete Data, with the note visible on the form.

The sales team adds the missing information and clicks Actions → Send For Verification again.

Approve — the customer moves to Approved and is enabled. It can now be used on quotations and orders.

Approved customer — enabled for transactions.
Approved customer — enabled for transactions.

Hidden tabs

To keep the customer form simple, the Tax, Accounting, Sales Team and Dashboard tabs are hidden on Customer.

Last updated October 16, 2026