What you need to knowYou can create customer records with as little information as a Name. Choose to keep our defaults or enter your own information. You can do this now or come back and edit the record at any time. When entering transactions such as sales invoices, accounts will use customer record information. It will determine the following: - Ledger Account - The default ledger account is 4900 Other Income
- Due date - credit terms are set to 30 days by default
- VAT rate - the customer's location and if they're VAT registered determine the VAT rate
- Price - set the type of price used for common products and services. For example: Sales Trade or Wholesale. The default is the Sales price
- Currency - set this if you invoice customers in their own currency. The default in your home or base currency
In addition, you can set other information such as: - Main Address - If you're sending invoices to your customers, you must enter an address
- Delivery address - set this if the delivery address is different from the invoice address
- Bank details - Store your customer's bank account details
- Analysis group - Group your customers together for reporting purposes
- CIS - Set this if you are in the Construction Industry Scheme
- Notes - use this for any other information you’d like to store about this customer
See the following sections for more information about each section.
Import your customer detailsImport from CSV fileConsider importing customer records if you already have the details somewhere else. Just export them to a CSV file (type of Excel spreadsheet) and import all the details in one go. You can import additional new contacts at any time. Read more about importing customers. Import from mobile phone Use our mobile app to import customer details from your mobile phone contacts. - Download the mobile app:
- Open the mobile app and from the menu choose Contacts. Select the plus button, then choose Import from phone.
- Choose Customers.
- From the list of contacts in your phone, choose the ones to import.
- Once you've imported your contacts, edit them in the mobile or web app to enter additional details.
Create a customer For one-off customers, or customers you don't want to import, create new customer records from Contacts. - From Contacts, choose Customers. Select New Customer.
- Enter the business name of the customer. This is the name you'll see on all lists when selecting this customer.
- Enter the remaining details. If you don't know all the details yet, just enter the business name and save. Enter all other details later of you wish. You'll need to enter an address before you can save an invoice for a customer.
Use the following sections to choose which defaults to change. Choose additional information to store about the customer. If you're sending invoices to your customers, you must enter an address. This is the address that appears on sales documents. For example: sales invoices, quotes and estimates. If you want to email your sales documents, make sure you add an email address as well. Add the main address from the Account details tab. If your customer is outside the UK or Ireland, make sure you change the region just above the address. Choose the correct Country.  TIP: If you don't have an address for a customer, use No address on the first line.
If the business has a different delivery address, add this to the Delivery Address tab. Clear the Same as invoice address checkbox first. Add more delivery addresses once you save the customer record. When you create an invoice, choose which delivery address to use. Your customer may be VAT registered. Enter their VAT registration number. This makes sure we use the correct VAT rate when entering invoices. Enter the VAT registration number from the Account Details tab. We check the VAT number against the Country entered in the address. You can't save the VAT number unless it has the correct format. VAT reverse chargeSelect VAT Reverse Charge when: We use Ledger accounts to categorise or group your transactions. This makes sure they report correctly on financial reports. For example: Profit and Loss or Balance sheet reports. It also helps you track your business performance and see where you are making money. Selecting the right ledger account is key to making sure you know: - Where your money comes from
- What you are selling.
On sales invoices, you must select a ledger account on each line to show what you have sold. You can use our default Ledger accounts or set up your own. You can set a default on your customer records to select the right ledger account. This is useful if you usually sell the same type of goods to a single customer. From the Account Details tab - Choose the ledger account to use for this customer from the Account Default drop-down
TIP: You may use the same ledger account for all your sales. Set this in the Record and Transaction settings. Read more about record and transaction settings.If you've agreed on the credit terms with your customer, you can record them here. You can also set the credit limit. The credit terms determine how many days a company has to pay an invoice. After this the invoice becomes outstanding. Once we set up the invoice, we work out the due date based on the credit terms set here. We've set the credit terms to 30 days as this is usual for most businesses. Your credit terms may be different. Set them in the record and transaction settings so they apply to all new customer records. If this customer has unusual credit terms, enter them here.. Read more about record and transaction settings. If you have bank details for any of your customers you can store them on the Payment Details tab. Bank details are only for your information. You may have products and services that use different prices. Such as a retail and a wholesale price. You can set the price used by this customer. For example: If the customer is a wholesaler, you're likely to always want to charge them the wholesale price. When you add a product or service to the invoice, the system uses the wholesale price automatically. From the Defaults tab - Select the price type for this customer
Read more about product and service prices Set the currency for a customer based overseas. You can send sales invoices in their currency. - From the Account Details tab, select the Region. Select the Country when entering their address.
- From the Account Details tab, enter a VAT number if registered for tax. This will make sure that the correct VAT rate on invoices.
- From the Defaults tab, choose the currency.
Use analysis groups to group your customers together for reporting purposes. For example: Divide your customers by the region. You can compare sales across regions. You can see the total based on the sales manager to calculate commission. Once set up, you can - Filter the Aged Debtors report by analysis group
- Filter the customer list by analysis group
Read more about analysis groups Once you've set them up, choose the group that this customer belongs to from the Analysis tab. This is a space for you to add any other relevant notes about your customer. The notes are only for your information. If you indicated that your business is VAT registered on sign-up, there will already be two contacts on the list. Use the HMRC Reclaimed customer contact when you reclaim VAT . Use the HMRC Payments supplier contact when you make VAT payments. You can change the reference for these contacts but you can't rename or delete them. Read more about VAT in accounting.
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