Customers and Suppliers

Create a customer before quoting or invoicing them, and a supplier before recording purchase orders, supplier invoices or supplier-linked expenses.

Add a customer

Go to Sales > Customers and select New Customer.
Enter the customer name and the contact details you will use for documents and email.
Add the billing address, VAT number and payment terms where applicable.
Select Create Customer, then open the profile to see invoices, payments, statements and age analysis.

Add a supplier

Go to Purchasing > Suppliers and select New Supplier.
Enter the supplier's identity, contact details, address, VAT information and bank details you need for payment reference.
Select Create Supplier. It becomes available on purchase orders, supplier invoices and expenses.

Bill a customer or supplier in their own currency

Switch Invoice customers in their own currency on under Company > Settings first. A Bills in field then appears on the customer and supplier forms; until you switch it on the field is not there at all and every record stays in rand.

Open the customer or supplier and set Bills in to their currency.
Save. Their quotes, invoices, bills, statements and PDFs are shown and printed in that currency from then on.
Your books stay in rand. Each document is converted at the official South African Reserve Bank rate on the day it is issued, and that rate is fixed to the document for good.

The currency locks once you have billed them. After the first invoice or payment the field becomes read-only, because their history is denominated in it and changing it now would restate documents you have already sent. If you set someone up in the wrong currency after billing them, add them again as a second record and use that one going forward. This is what the larger packages require too.

Charge some customers a different price

Price levels let you charge a group of customers, such as wholesale or trade buyers, less than your standard price. Each level takes a discount off your selling price, and any product can have a fixed price for a level instead.

Go to Company > Price Levels, enter a name such as Wholesale and its discount, and select Add. You can have up to four levels besides the standard price.
Open the customer, select Edit and choose their Price level. A customer on no level pays the standard price, which is each product's selling price.
To charge a level a set amount for one product instead of the discount, open the product, select Edit and fill in that level under Price levels. Leave it blank to use the discount.

From then on, product lines on that customer's quotes, pro formas, invoices and recurring invoices start at their level's price, and so do invoices raised from their delivery notes. You can still change the price on any line, and Last price still shows what they were last charged. If you change the customer on a document that already has lines, OxyAccounting offers to Re-price them. Nothing changes unless you choose it.

Changing or deleting a level never changes a document you have already raised. Deleting a level puts its customers back on the standard price. Level prices are in rand, so on a document in another currency you type the price yourself, as you do now. When importing products, the optional Price level 1 to Price level 4 columns are your levels in the order the Price Levels page lists them.

Correct or remove a record

Open the customer or supplier and use Edit to correct contact or reference information. Deletion is blocked when the party has transaction history that must remain available for audit and reporting. Keep the record and update its contact details instead.

Generate a customer statement

Open the customer and choose Send a statement, or go to Reports > Customer Statements. Select the date range, generate the statement, then download the PDF or email it. The statement includes invoices, payments, the unpaid invoices, the outstanding balance and ageing. To email every customer at once, see Payments and statements.

When a party is missing from a form

Confirm you are in the correct company.
Clear any search or status filter on the selection list.
Save the new customer or supplier before returning to the document form.
Check that the record has not been removed and that your role can access it.