Contacts

How to manage customers?

A comprehensive guide for adding and managing customer information in the accounting system, detailing essential fields, statuses, and best practices for maintaining accurate customer records. Field Descriptions Basic Customer Information - Customer Name: Required field representing the customer's legal or preferred name - used across all transactions and communications - Contact Information: Primary email, phone, and mobile numbers enable multi-channel communication and automated notifications - Company Details: Organization name and associated business identifiers for corporate customers and B2B relationships - Financial Configuration: Includes tax rates, payment terms, and opening balance settings that automatically apply to future transactions Address Management Billing Address - Location Details: Complete address including country, state, city, street name, and postal code - critical for invoicing and legal documentation - Communication Points: Additional contact numbers and fax for billing-related communications - Tax Jurisdiction: Address determines applicable tax rules and rates Shipping Address - Delivery Location: Physical address for product delivery and shipping documentation - Special Instructions: Delivery preferences and restrictions - Quick Copy: One-click copy function from billing address saves time for customers with identical addresses Contact Persons Primary Contact - Basic Details: Full name and position of the main point of contact - Direct Communication: Personal email, mobile, and phone numbers for immediate reach - Role Information: Position details help route communications appropriately Additional Contacts - Department Contacts: Multiple contacts for different functions (accounting, operations, etc.) - Hierarchy Management: Clear designation of primary and secondary contacts - Contact Preferences: Preferred communication methods and availability Status Management Customer Statuses - Active: Approved for transactions with good standing - On Hold: Temporary pause due to credit issues or documentation needs - Inactive: Historical record maintenance without current engagement - Pending Review: New customers awaiting approval or verification - Credit Hold: Restricted transactions due to payment concerns Best Practices Data Entry Standards - Use consistent formatting for names and addresses - Verify tax registration details before activation - Document credit terms and special pricing agreements - Maintain updated contact information Address Verification - Confirm postal codes match city/state combinations - Include suite/unit numbers for precise delivery - Note access restrictions or delivery hours - Regular verification of shipping preferences Financial Setup - Verify opening balance matches accounting records - Configure appropriate payment terms - Set proper tax rates based on jurisdiction - Document credit limits and payment history Troubleshooting Common Issues - Required Fields: System highlights mandatory fields - complete before saving - Duplicate Detection: Search existing records before creating new customers - Address Validation: Ensure address components match and are complete - Tax Configuration: Verify tax settings match customer documentation System Integration - Seamless connection with billing and invoicing - Automated credit limit monitoring - Integration with shipping and delivery systems - Real-time updates across all modules Security and Compliance - Role-based access controls - Data encryption for sensitive information - Audit trail for all changes - GDPR and data protection compliance This guide serves as your comprehensive reference for customer management. Regular updates and verification of customer information ensure smooth business operations and customer satisfaction.

How to manage your vendors?

This comprehensive guide walks you through adding vendors in the accounting system, covering essential fields, statuses, and best practices. Field Descriptions Basic Vendor Information - Vendor Name: The legal business name or trading name of the vendor. This is a required field that appears in all vendor-related transactions and reports. - Contact Details: Primary email and phone numbers for vendor communications. While optional, these fields facilitate automated notifications and quick communication. - Company Information: The registered company name, which may differ from the trading name. Includes tax registration numbers and business identifiers. - Financial Settings: Tax rate and payment terms that automatically apply to transactions. The opening balance establishes the initial accounts payable position. Address Information - Billing Address: The official address for invoices and legal correspondence. Required for tax compliance and payment processing. All fields including country, state, city, street, and postal code help ensure accurate documentation. - Shipping Address: The physical location for goods delivery. Can be copied from billing address for convenience. Critical for purchase orders and delivery management. - Additional Contact Points: Fax and secondary phone numbers provide alternative communication channels when primary methods are unavailable. Contact Persons - Primary Contact: The main point person for vendor communications. Includes their full name, direct contact details, and position. - Additional Contacts: Secondary and department-specific contacts for specialized communications (e.g., accounting, shipping, technical support). - Position Details: Role information helps direct communications to appropriate personnel within the vendor organization. Status Management Vendor Statuses - Active: Vendor is approved for transactions and actively engaged in business - On Hold: Temporary suspension of transactions, typically due to payment issues or documentation requirements - Inactive: No longer engaged in business but records maintained for historical reference - Pending: New vendor awaiting approval or additional documentation - Blocked: Permanently restricted from transactions due to serious issues Best Practices Data Entry - Verify tax identification numbers and registration details before saving - Use consistent naming conventions for easy searching - Include industry classification codes when applicable - Document special payment terms or agreements in notes Address Management - Validate postal codes and state combinations - Include building/suite numbers for precise delivery - Note any delivery restrictions or special instructions - Keep shipping address current for accurate purchase orders Contact Management - Designate primary contacts for different departments - Include time zone information for international vendors - Document preferred communication methods - Regular verification of contact details accuracy Troubleshooting Common Issues Resolution - Missing Required Fields: System highlights required fields in red; complete these before saving - Duplicate Entries: Search existing vendors before creating new entries - Tax Rate Errors: Verify tax registration numbers match selected tax rates - Address Validation: Ensure country and state combinations are valid - Payment Terms: Confirm terms align with company policy System Notes - Regular backups preserve vendor data - Audit trails track all changes to vendor records - Integration with accounting modules for seamless transaction processing - Built-in validation prevents common data entry errors Security Considerations - Access controls limit vendor data visibility - Encryption protects sensitive information - Change logging maintains accountability - Regular security audits ensure data protection This guide serves as your comprehensive reference for vendor management. Follow these guidelines to maintain accurate and efficient vendor records in your accounting system.