The Customer Edit form in Manager.io is where new customers are created and existing ones are modified. This form includes several fields that allow for detailed customer information and customization of how transactions are handled for each customer. Below is an explanation of each field and its purpose.
Enter the customer's name. This is a mandatory field used throughout the system to identify the customer.
Optionally, enter a customer code. Customer codes allow searching for customers by code or name in dropdown menus where customer selection is required. This is useful for quick selection or when multiple customers have similar names.
Set the total credit limit for how much a customer can purchase on credit. This is an optional field. To view the remaining available credit before creating new invoices, ensure the Available Credit column is enabled in the Customers tab. This helps manage credit exposure to customers.
Assign a foreign currency to customers who operate in a currency different from your base currency. By default, all customer accounts are in your base currency. When a foreign currency is selected, all transactions for that customer—such as quotes, orders, invoices, and credit notes—will be issued in that currency. This option appears only if foreign currencies have been created in the system.
Enter the customer's billing address. This address will automatically fill in new invoices, orders, quotes, or credit notes for this customer, saving time and ensuring consistency.
If the Delivery Notes tab is in use, enter the customer's delivery address here. This address will auto-fill in new delivery notes for this customer.
Enter the customer's email address. This information will auto-fill when emailing the customer directly from Manager.
If Divisions are enabled within the business, assign the customer to a specific division. This helps in tracking customer activities and transactions at the division level. This option will not appear if no divisions are set up.
If custom control accounts for Accounts receivable are being used, select the associated control account for this customer. This allows for grouping receivables in the balance sheet according to different categories. This option is not visible if custom control accounts are not in use.
Set a default due date for each customer when using the Sales Invoices tab. This is particularly useful for customers with varying credit terms. If all customers have the same credit terms, consider using form defaults on sales invoices to configure default credit terms once, rather than setting them for each customer individually.
Set a default hourly rate for each customer when using the Billable Time tab. This is beneficial when charging different rates to different customers. If all customers are charged the same hourly rate, use form defaults on billable time to set a universal default hourly rate.
Mark the customer as inactive to prevent them from appearing in dropdown menus throughout the system. This is useful for customers who are no longer active, but whose historical data needs to be retained.
Depending on your business needs, you can collect additional information about customers by setting up custom fields. Custom fields can be added to capture specific data unique to your business processes. Refer to the Custom Fields guide for more information on how to create and use custom fields.
If a customer is also a supplier, create separate records under both the Customers and Suppliers tabs. This ensures that transactions are properly categorized and accounted for in the system.
In barter situations where unpaid sales invoices should offset unpaid purchase invoices, you have two options:
Using Credit Notes and Debit Notes:
Using Journal Entries:
Accounts receivable account (to reduce the amount owed by the customer) and debit the Accounts payable account (to reduce the amount owed to the supplier).These methods effectively offset the amounts owed between the customer and supplier accounts, accurately reflecting the barter transaction in your accounting records.
By effectively utilizing the Customer Edit form and its various fields, you can manage customer information more efficiently and tailor the system to meet your specific business needs.