B2B customer accounts and delivery notes

▶Video coming soon

For cafés, hotels, resellers served on credit. Reserved to the owner and managers, with the Customers module.

Customer accounts (Customers › Customer accounts)#

The list shows customers who have an account: Total outstanding, Overdue, the number of overdue accounts, and for each customer their Term ("No due date" or "N d"), Discount ("−N %" or "full price"), Limit, Outstanding and what is overdue. You can export (all, unpaid, overdue, settled) over a period.

Opening an account#

Open an account: choose a customer with no account (create their record first), the Term (0 to 365 days, or No due date), a Limit (empty = no limit), a Granted discount (the default tariff of their delivery notes) and their ICE. An account can also be opened at the till.

The account statement#

Clicking a customer opens their Account statement: date, label, Debit, Credit, Balance. Lines are Charges (credit sales, deliveries), Settlements (cash, cheque, transfer, card) and Credit notes. A charge shows its due date ("— overdue" in red). The foot gives the Balance due and the overdue part.

The buttons: Terms (change term, discount, limit, ICE), Delivery / invoice (add a charge without a note: otherwise the customer would be billed twice), Settlement received, Print (document layout with logo and ICE).

Settlements apply to the oldest debts first; this calculation decides what is "overdue". A debt is overdue when something is left to pay and its due date has passed; "No due date" is never overdue.

You can delete a line entered by hand (noted in the log). You cannot delete a line born from a till sale, a note or a credit note, nor a till settlement already on a closed Z (add a correcting charge).

The limit#

At the till, an "On account" sale that exceeds the limit is refused. On a delivery note, delivery is refused too, but the manager can force it ("Deliver anyway?"): the overrun is written to the log.

Delivery notes (Customers › Delivery notes)#

A delivery note is a sale to an on-account customer, entered here and not at the till. Stock leaves at delivery, and the invoice is born from the delivered note.

1. New note: choose the customer (their account's discount shows), add items (name or barcode); each line's invoiced price stays editable. Save the draft.
2. Validate (stock has not moved yet), then Mark delivered: stock leaves and the debt is written to the account automatically.
3. Create the invoice (see invoices).

A draft or validated note can be cancelled; a delivered one no longer can: "The goods have already left": go through a return.

Return / credit note#

On a delivered note, Return / credit note: enter what came back (up to the delivered quantity) and a reason (unsold, non-compliant…). The goods go back into stock and the customer owes that much less. The document created is a credit note, attached to the note.

The notes list shows the state (Draft, Validated, Delivered, Cancelled), the customer, the total and the invoice ("To invoice" when the note is delivered without an invoice).