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Customers and suppliers

Add, change, archive and delete the customers and suppliers you bill and buy from in Finance.

Customers & Suppliers holds everyone you send invoices to or buy from. One contact can be both a customer and a supplier.

Who can do this

Owners, admins and members can add, edit, archive and delete contacts. Viewers can only look. In the demo workspace nothing can be changed.

Steps

Add a contact

  1. Open Customers & Suppliers under Records in the Finance menu.
  2. Click Add Contact.
  3. Type the Name.
  4. Under This contact is a, tick Customer, Supplier or both.
  5. Fill in what you have: Email, Phone, SSM No., Tax number (TIN) and Payment terms (days). Payment terms start at 30 days.
  6. Pick a Default currency if this contact deals in another currency. A new quotation for this contact starts in it. Leave it at None (ringgit) otherwise.
  7. Click Add contact.

Change, archive or delete a contact

  1. Find the contact in All contacts. You can search by name, email, SSM number or TIN, and use the Show list to see All active, Customers, Suppliers or Archived.
  2. Open the row's menu and choose Edit, Archive (or Restore), or Delete.
  3. For Edit, change the details and click Save changes.
  4. For Delete, confirm with Delete contact. This cannot be undone.

The Receivable and Payable columns show what each contact owes you from invoices and what you owe them on open bills.

Common problems

  • "Tick Customer, Supplier or both." A contact needs at least one of the two.
  • "Payment terms must be between 0 and 365 days." Enter a whole number of days from 0 to 365.
  • "This contact is used on bills or other documents. Archive it instead." A contact on any document cannot be deleted. Archive it, and it leaves your active lists.
  • "This contact has supplier bills, so it has to stay a supplier." You cannot untick Supplier once the contact has bills.
  • "This contact has invoices or quotations, so it has to stay a customer." You cannot untick Customer once the contact has invoices or quotations.
  • The list shows up to 1,000 contacts, the first 1,000 by name.

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