Customers
A customer is anyone you sell to. Each customer has a balance (what they owe you), an optional credit limit, a currency and a full history of invoices, payments and returns.
Go to Sales › Customers.
Adding a customer
Click Add and fill in:
| Field | Notes |
|---|---|
| Name | Required and unique among your customers. |
| Code | Given automatically. |
| Company Name, Work Phone, Phone, Email | The email is used to send invoices and statements. |
| Category | From Sales › Customers Category, for grouping and reports. |
| Opening Balance Project | The project the customer's opening balance is posted to. Invoices and receipts use the project chosen on each document. |
| Address, Country, City | Billing and shipping address (Same as shipping copies one to the other). |
| Currency | The currency you invoice this customer in. Can't change once documents use the customer. |
| Opening Balance with Cr Or Dr | What the customer owed on your start date. See below. |
| Credit Limit | The most the customer may owe you; 0 = no limit. See below. |
| Image | Optional photo or logo. |
Clone creates a new customer with the same details. The number of customers is limited by your plan.
To add many customers at once, use Import customers.
Opening balance
If the customer already owed you money when you started:
- Dr (customer owes us): the normal case.
- Cr (we owe the customer): for an advance or credit they have with you.
The opening balance is collected like an invoice: in Payments Received the customer's Opening Balance appears as a row you can pay. Once part of it has been collected, the opening balance can't be lowered below that amount. See Opening balances.
Credit limit
With a credit limit above 0, a sale that would take the customer's balance over the limit is blocked, on approval of an invoice or draft, on edit and at the POS:
Credit limit reached. The customer's limit is 5,000.00, the balance is 4,200.00 and this sale would make it 5,300.00 (base currency).
Collect a payment first, raise the limit, or sell for less. The limit and the check are in the base currency. The Customer Credit Limit report lists customers and how much of their limit is used.
The customer page
Click a customer's name to open their page: contact details, their invoices, payments received and credit notes with status, and buttons to add new ones. Statement opens the customer statement: every transaction with a running balance, ready to print or email.
Default customer
Settings › Organization › Default Customer is filled in on new sales documents. A walk-in or cash customer is a good default; on the invoice you can type the buyer's name in Manual Customer Name.
Inactive and deleting
- Set a customer to In Active to hide them from new documents while keeping their history.
- A customer used on any document can't be deleted; the message lists where it is used. The company's default customer can't be deleted either.