Manual

Customers and prices

The customer card

Open Customers and choose + New, or a customer’s number to open its Customer Card. A new customer is numbered from the Customer Nos series of Sales Receivables Setup.

Group	Field	What it is for
General	Name	The customer’s name, on documents and in lists.
	Blocked	Stops the customer being sold to: posting refuses a document for a blocked customer.
	Dimension codes	The codes the customer’s documents take, such as Department Code and Sales Channel Code.
Address And Contact	Address, Email Address, Phone No, Country	Printed on documents.
Personal Details	Gender, Birth Date	For a customer who is a person, such as a patient. Documents sold to them take both, and work out the Age on the posting date.
Invoicing	Bill-to Customer No.	Another customer who pays this one’s documents, such as a head office. Blank: the customer pays its own.
	Payment Terms Code	When its invoices are due.
	Currency Code	The currency it is invoiced in; blank is local currency (UGX at the bakery).
	Gen. Bus. Posting Group, VAT Bus. Posting Group, Customer Posting Group	Which accounts its sales, VAT and receivable post to: see Posting groups.
	Customer Type	None, B2C, B2B or Foreigner.
	TIN	Its tax identification number, printed on invoices.
	Credit Type, Credit Limit UGX	How it pays: see below.
	Balance UGX, Balance Due UGX	What it owes, and what of that is due. Click to see the entries.
Statistics	Sales UGX, Payments UGX, Inv. Amounts UGX, Cr. Memo Amounts UGX, Refunds UGX	Its figures from its ledger entries.

The card’s actions: Prices (the prices agreed with it), Customer Ledger Entries, Cash Receipts, and the Customer Balances report. The Customers list has the Blocked Customers, Customer Summary Aging and Customer Detailed Aging reports.

Note

The captions ending in UGX are the local-currency figures. A company whose local currency is another shows its code instead.

Sell-to and bill-to customers

A sales document has two customers: the sell-to customer, who buys and receives, and the bill-to customer, who pays. Choosing the sell-to customer brings its Bill-to Customer No. (or the customer itself). The bill-to customer gives the document its posting groups, payment terms, currency, prices and credit terms, and the posted invoice goes on the bill-to customer’s ledger, keeping the sell-to customer’s number on the entry. Quotes, orders and delivery notes are addressed to the sell-to customer, invoices and credit memos to the bill-to customer.

Payment terms and due dates

Payment Terms (search for it) gives each code a Due Date Calculation, a date formula from the document’s posting date. The bakery’s are:

Code	Description	Due Date Calculation
CASH	Cash on delivery	0D
14 DAYS	14 days	14D
30 DAYS	30 days	30D

A sales document takes its bill-to customer’s terms and works out its Due Date from its Posting Date; you can change either. The customer ledger entry keeps the due date, shows it in red once it has passed while the entry is open, and the aging reports age the debt by it.

Prices agreed with a customer

A line’s Unit Price comes from the item’s Unit Price (for its unit of measure), unless the bill-to customer has an agreed price. Agreed prices are kept on Sales Prices, also opened by Prices on the customer card:

Field	What it is for
Customer No	The customer the price is agreed with. Documents billed to it take it.
Type, No, Description	The item (or resource) the price is for.
Unit Of Measure Code	The unit the price is for; blank for any.
Currency Code	The price’s currency; blank for local currency.
Starting Date, Ending Date	When it applies; blank has no start or end.
Unit Price	The agreed price, including VAT.

When several prices apply on the document’s posting date, the line takes the lowest. Kisementi Fresh Market pays 4,600 for white bread instead of 5,000; other customers keep the item’s price.

Credit type and credit limit

Credit Type says how the customer pays, and new documents take it:

Credit Type	What posting checks
None	Nothing.
Credit	That the document doesn’t take the bill-to customer over its Credit Limit UGX: its balance plus what is still to invoice.
Cash On Delivery	That the document has posted receipts covering its total, less Receipt Rounding Margin UGX on Sales Receivables Setup, before it is shipped or invoiced.

At the bakery, the credit customers have a limit of 30,000,000; Walk-in Customers has none, and pays as it buys.