Add a customer
- Open Sales › Customers and press New customer.
- Enter the Display name — what you call them. Add the Legal name if it is different; it prints on tax invoices.
- Add Email and Phone. Pick the phone's dialling code from its list (type a country's name or the code to find it), then enter the number. The email is where Send delivers invoices.
- Enter their Tax registration number if they are VAT registered. A UAE TRN is 15 digits; spaces and dashes are fine. A number with letters in it, or one for a contact whose address is outside the UAE, is their own country's tax number and is not checked. A UAE tax invoice to a registered business must show it.
- Choose Payment terms and, where asked, the number of days (see below).
- For a customer, a Credit limit if you want one — the most they should owe you. Blank means no limit. Invoices are never refused over it; Procurement's credit check reads it when that connector is added.
- Editing a customer, On hold pauses them for Procurement's credit check, which then treats them as a credit problem. A bounced cheque can switch it on; untick it here to take them off hold. Invoicing is not affected.
- Fill in the Billing address. It prints on invoices and receipts.
- Leave Customer ticked. Tick Supplier too if you also buy from them.
- Press Create customer.
Payment terms
| Term | Due date on an invoice |
|---|---|
| Due on receipt | The issue date |
| Net days | The issue date plus the days you enter (Net 30 = 30 days later) |
| End of month | The last day of the month the invoice is issued in |
| End of month + days | The end of that month plus the days you enter |
| Day of next month | That day of the following month |
Choosing a customer on an invoice fills the due date from these terms. You can still change the date on the invoice.
Find, edit and remove
- Search, above the list, finds a customer by name, code, email or phone. If you may see the aged listings, it also finds one by what they owe: type 1,050 to find whoever owes exactly that (or has that credit limit).
- The list is in name order. Sort puts them Name, Z to A, by Code, Newest added first or Oldest added first — and, with the aged listings, Largest balance first or Smallest balance first.
- Each customer is a card across the page, like the accounts on Bank Accounts: their name, code and contact details, the Billing address, Tax registration, Terms and Credit limit. Show more at the foot lists the next thirty.
- With the aged listings, the card also shows where you stand: Owes you (the same figure as the Receivables Aging Report; In credit with you when it is money you hold for them, from a credit note or a payment on account), Overdue with how many days late the oldest invoice is, Open invoices, and Last activity, the last day anything posted with them.
- The ⋮ on a card opens Edit customer and Remove customer. Changes apply to new documents; issued documents keep what they printed. A removed customer with documents or payments is kept on those records.
Check a customer's transactions and invoices
- Transactions on a card opens every movement with them — invoices, credit notes, receipts, refunds, write-offs, opening balances and voids — with the Debit, Credit and running Balance, from the opening balance of the Period (Last 3 months to Last 5 years). It is the statement of account's own figures, read from the receivables ledger. Each Reference opens what posted it. Needs permission to see the aged listings.
- Invoices on a card opens every invoice with them, newest first, with its due date (and how late it is), status, total and what is still outstanding. Each number opens the invoice.
- Above both, Owes you, Overdue, Open invoices and Last activity repeat the card's figures.
A customer who is also a supplier
Tick both boxes on one contact. What they owe you and what you owe them are still separate balances, on separate reports; nothing is netted off automatically.