Edit and manage customers

Keep track of your customer's sales from the customer contact record. Each record has summary of the customer's balance and a list of all transactions on the Activity tab.

Select a contact from the Contacts page to open their record and work with these tabs.

Edit a customer

  1. From Contacts, select Customers, then select the customer from the list

  2. Change the required details of the relevant tabs. Choose the edit icon next to each section to make changes.

Things to consider

  • Contacts are linked to their addresses. If you delete an address, any contacts associated with that address are also deleted.

  • Once you enter trasnactions, you can't change the Currency. If the customer is set up with the wrong currency, then make this record Inactive, and set up a new contact record.

For more information about each tab, read Create a customer contact

Summary details

The top of the page is a summary of the key information about customer's account. This shows you details about the total sales and the main contact details. It also shows whether the customer is Active or Inactive.

How we calculate the numbers

The number of transactions that make up each total shows in brackets.

To work out the sales value, we add up all sales transactions and then deduct the total value of credit transactions.

Sales transactions are

  • Sales invoices and quick entry invoices.

  • Cash sales recorded as an Other Receipt.

Credit transactions are

  • Credit notes and quick entry credit notes.

  • Cash refunds recorded as an Other Payment.

How we calculate the summary values

Outstanding

Total value of all outstanding sales transactions less outstanding credit transactions. This is all unpaid sales invoices, less

  • Unallocated payments. These are payments on account that are not yet matched to invoices

  • Unallocated credit notes. These are credit notes that are not yet matched to sales invoices.

Overdue

Total value of unpaid sales invoices passed their due date less any outstanding credit notes.

Sales to Date

Total value of sales for this customer up to today's date.

Sales this year

Total value of sales for this customer for this financial year.

Average sale

Total value of sales  divided by the number of sales transactions.

Track invoices, credit notes, and payments

Use the Activity tab to find details of sales invoices, credit notes and payments for each customer.

Just double click on a row to open the transaction. Depending on its status, you can edit, print, or delete it. If it's an invoice you can pay it from here.

Change the dates at the top of the list to find older transactions. This defaults to the last calendar month.

Tips for using the list

  • Use the Type drop-down list to find transactions by type, such as sales invoices only or receipts only.

  • Change the Status drop-down to find outstanding (unpaid) transactions only.

  • Select a column heading to sort in alphabetical or numerical order.

Tips for finding transactions

  • Sort the list using the column headings

  • Use the search to find a transaction by reference.

Print or export a list of transactions

Use the check boxes to select the transactions. Use the check box in the column header to select all.

Choose to Print or export to CSV using the icons on the toolbar.

 

Related content

Create a customer contact

Delete a customer or supplier contact

Make customer and supplier records inactive