Customers

A customer is anyone you sell to. You need one before you can raise a quotation or an invoice, and everything you record against them — what they have bought, what they owe, how late they are — hangs off this one record.

Add a customer

1. Open Sales›Customer and click Add.
2. In Name, type the business name as it should appear on their invoices.
3. Leave Code empty to have one generated, or type your own if you already use customer codes.
4. If they are a Singapore-registered business, type their registration number and use the retrieve button — the registered name and address are filled in for you.
5. Add their address. This is what prints in the address block on every document you send them.
6. Add a contact. Their Email is what the system offers when you email a document.
7. Set Payment Term if they do not pay on receipt. Invoice due dates are worked out from this.
8. Click Save. The customer is ready to use on any document.

A new customer. Only the name is required; the rest can follow later.

Change a customer's details

1. Open Sales›Customer and click the row.
2. Change what you need. Use the address and contact lists to add, edit or remove entries.
3. Click Save.

Switch a customer off

Customers cannot be deleted, and that is deliberate — removing one would leave holes in invoices you have already issued and in every report that covers them.

1. Open Sales›Customer and click the row.
2. Turn Active off and click Save.

They stay in your history and on your old documents, but stop appearing when you pick a customer on anything new.

Other things you can do

• Give them a credit limit. Credit Limit and Credit Status let you cap or stop further sales to a customer who is behind.
• Send their invoices somewhere different. Add a second address and mark which one is used for billing and which for delivery.
• Use a different look for their paperwork. The Print Templates tab picks a specific layout for this customer.
• Send them a statement. Sales Reports›Statement of Account lists everything outstanding and can be emailed straight out.
• See what has changed. The Activity Log tab shows who edited the record, and when.
• Add a lot of them at once. See Importing your existing data.

What can stop you

• If the name or code is rejected as already in use, it means a customer with that name exists — possibly a switched-off one. Use Filters to include inactive records and look again.
• If a customer does not appear when you are raising an invoice, it means they are switched off. Turn Active back on.
• If confirming an invoice complains about a missing account, it means this customer has no GL Control Account set and there is no company default to fall back on. See Accounting Defaults.
• If you cannot see the customer list at all, your role does not include it. See Inviting your team.