Create Customer or Supplier

Navigate to the Customers/Suppliers tab and click on the Add New Customer or Supplier button.

 

 

• Name & Address fields: Information entered here appears on the customer invoices and credit notes.

• Email: address used when emailing an invoice or credit note.

• Customer/Supplier checkboxes: Indicate whether the details belong to a Customer or a Supplier thus determining which transactions can be processed against this account. Ticking both checkboxes is possible.
• Sales/Purchase Terms: When creating a new Customer or Supplier, these values will initially default to the Organisation's settings, but can be changed here on a per Customer or Supplier basis. The number of days specified here are added to the Invoice Date to determine the Due Date during the creation of a Sales Invoice or Purchase Invoice. The Due Date can be changed to a different date if required.
• VAT Number: The number entered here willprint on Sales Invoices and Sales Credit Notes
• EU VAT Country: Select the appropriate EU country if your Customer is in Europe. This is only relevant to VAT registered UK organisations with European sales. The entry here is needed when running the EC Sales List report. 

 

The remaining fields are for information only.

Click the Save button to create the new Customer/Supplier

Customers and suppliers can also be created during invoice and credit note entry by clicking on the '+' sign next to the relevant drop down list

View/Edit Customer or Supplier

Navigate to the Customers/Suppliers tab.

 

 

If needed, use the filter text box to find the customer or supplier from the list.

Click on the appropriate cusomter or supplier to open the popup and view or edit the customer/supplier.

See Create Customer or Supplier for more detail on each field.

Import Customers and Suppliers

Importing a CSV (comma delimited) file is an efficient and time-saving option when creating customers and suppliers. The import tool simplifies the exercise of moving your customers and suppliers across from your previous accounting system. To assist with this process, you should download the template file provided. The template contains field headings which correspond to the fields maintained when manually creating customers or suppliers.

Navigate to the Customers/Suppliers tab and click on the Import button.

Step1: Download the template file

Click on the link to download the template file. It is advisable to open the file using a spreadsheet program like Excel. This will automatically recognise the commas in the CSV file and split the fields into columns. Enter or copy and paste your input data into the relevant fields.

The following rules and tips should be considered:

• Save the file as CSV (comma delimited) with a .csv file extension as only CSV files are permitted for upload.
• Field names and field order cannot be changed or deleted.
• Name is the only required field.
• Maximimum lines per upload file is 100.
• Duplicates and existing customers/suppliers will not be imported (based on name field).
• Commas within a field require the contents of the field to be Text delimited with quotation marks eg "xxx, xxx".
• Multiple address lines can be entered in the cell as per above (Ctrl+Enter or Alt+Enter inside the cell depending on spreadhseet program).
• EU VAT Country field is only needed if you are registered for VAT in the United Kingdom and sell to Customers in the EU. The entry here is needed when running the EC Sales List report. Use the appropriate 2 character Code from the table below:

 

Code	Country
AT	Austria
BE	Belgium
BG	Bulgaria
CY	Cyprus
CZ	Czech Republic
DE	Germany
DK	Denmark
EE	Estonia
FI	Finland
FR	France
EL	Greece
HU	Hungary
IT	Italy
LV	Latvia
LT	Lithuania
LU	Luxembourg
MT	Malta
NL	Netherlands
PL	Poland
PT	Portugal
IE	Ireland
RO	Romania
SK	Slovakia
SI	Slovenia
ES	Spain
SE	Sweden

 

The above file viewed in a text editor such as Notepad would appear as follows:

Step2: Import the file

Click on the Browse button and select the saved CSV file. Click the Upload button. A pop-up will show a summary and status of incorrect file records. The import has not yet taken place and can be cancelled in order to amend the file.

Click the Complete import button to import the Customers and/or Suppliers. A pop-up will confirm the process has been successful.

 

Customer Statements

Individual statements containing transactions between a specified date range can be displayed in the Customer Statement view. Printing multiple statements is also possible and is explained further down in the help document.

Navigate to the Customers/Suppliers tab. Click the View Statement button.

The statement for the first customer in the list is displayed on the screen. Select a different customer from the list as required. Changing the Start Date and End Date automatically refreshes the statement.

The ageing buckets at the bottom of the statement are calculated based on the Due Date of each invoice and credit note. All payments and refunds are taken into account when calculating this ageing. This can also be viewed in detail in the Aged Receivables report.

Email, Print or Export the individual customer statement as required.

Click on the Close Statement button to return to the main Customers/Suppliers screen or select another customer in the left column to generate a new statement.

 

PRINTING MULTIPLE STATEMENTS

Navigate to the Customers/Suppliers tab and click on the Print Statements button.

A list of customers will be presented. Select individual customers or use the Select all option. Adjust the dates as appropriate and click on the Print Statements button. A single PDF file will be generated containing the customer statements.

Note that there is a limit of 100 statements per download. If you have more than 100 customers, change the Page setting to 100 and carry out the print process in blocks of 100.

Click on Cancel to return to the main Customers/Suppliers screen.