The web back office · 7 articles

Customers, suppliers and ledgers

Contacts holds your customers and suppliers, added one at a time or imported in bulk, with customer groups and credit limits. Each contact has a ledger showing what they owe or are owed, and you can collect or record payments against it.

Contacts7

Add and manage customersCustomers live under Contacts › Customers (/contacts?type=customer). Click Add, choose the Contact type, then fill in the name or business name, mobile and email. Optional fields set their Customer Group, Opening Balance, Pay term and Credit Limit, plus billing and shipping addresses and custom fields. Open a customer with View to see their Ledger, Sales, Payments, Reward Points, Documents & Note and Activities on one page.Add and manage suppliersSuppliers are the businesses you buy from. Open Contacts › Suppliers (/contacts?type=supplier), click Add and enter the Business Name, contact name, phone, email, tax number and pay term. Open a supplier with View to see their Ledger, Purchases, Stock Report, Documents & Note, Payments and Activities, and use Pay to settle what you owe them in one go.Create customer groupsCustomer groups give a set of customers different prices. Open Contacts › Customer Groups (/customer-group), click Add and type a Customer Group Name. For Price calculation type, choose Percentage and enter a Calculation Percentage (%) to raise or lower the selling price, or choose Selling Price Group to use a price list such as Wholesale. Then pick the group on each customer.Import customers and suppliersBring a customer or supplier list into SeroPOS from a spreadsheet at Contacts › Import Contacts (/contacts/import). Click Download template file, fill one contact per row in the column order shown in the Instructions, save it as .xls, then choose it under File To Import and click Submit. Contact type is 1 for customer, 2 for supplier or 3 for both.Read a customer ledgerA customer ledger lists every invoice, payment, return and opening balance for one customer in date order, with a running balance. Open Contacts › Customers, choose Actions › Ledger (or View, then the Ledger tab), and set the Date Range. The Account Summary at the top shows opening balance, total invoice, total paid, advance balance and Balance due, so you can see exactly what they owe.Collect a customer's balanceWhen a customer pays off their account, record it once against everything they owe. In Contacts › Customers, click Actions › Pay on the customer. The Pay window shows Total Sale, Total Paid, Total Sale Due and any opening balance due. Enter the Amount, Paid on date, Payment Method and Payment Account, then click Save. The payment is spread over their unpaid invoices and opening balance, oldest first.Email a ledger to a customerYou can email a customer or supplier their ledger straight from SeroPOS. Open the contact's Ledger tab, set the Date Range and click the envelope button. The email form fills from your Send Ledger notification template, with the ledger attached as a PDF. Check To, Email Subject and Email Body, then click Send.