Module 2: Customers

Contents
Create a Customer Record ......................................................................... 3 Enter a Sales Invoice................................................................................... 6 Reset a Sales Invoice ................................................................................ 11 Collect a Payment..................................................................................... 13 Allocating a Sales Receipt......................................................................... 13 Entering a part payment ........................................................................... 15 Entering an unallocated Sales Receipt ...................................................... 15 Edit or Delete a Sales Receipt ................................................................... 17 Editing or Deleting a Sales Receipt with invoices allocated against it....... 19 Sales Receipts that have been Bank Reconciled ....................................... 19 Enter a Sales Credit Note.......................................................................... 20 Sending Statements .................................................................................. 25 How to send statements to your customers ............................................... 25 To send a statement to just one customer ................................................. 25 To send statements to all your customers ................................................. 26 Sales Analysis ........................................................................................... 27

Create a Customer Record

Select the Sales menu tab and then press the Customer details button.

The first time you use this screen to enter a customer, the screen will be blank. Click on the New Customer button to bring up a new blank record.

If you have several customers already, you may want to see if the customer you are about to enter has already been created. You can do this by searching on the customer code. NOTE: Only the customer code field is mandatory on this screen, the other fields can all be left blank to be filled in later if needed.

Creating a new customer - step by step

Notes on completion of the New Customer screen:

Enter the company code * and the company name. Enter the address and postcode. If the company is VAT registered, it is important to choose the country from the drop down list. The default is UK. Enter the phone and fax number. Enter the website. Enter the accounts contact details (the persons name you will be dealing with). Enter their email address and how they should be addressed in correspondence in the dear field. If the customer is VAT registered, you should enter their VAT number. The system will check that the VAT number is in a valid format for the country you have elected. If you remove the VAT number, you will get a no VAT number error but you can continue without putting a VAT number in. If you want to set up a default VAT code for the customer, select it in the VAT code override field. If the customer pays immediately, click the cash account box. If this customer has special terms, enter the number of days in the terms no of days, and details of the special terms in the terms text field. Tick the EOM box to set the terms as the end of the month.

You can put any additional notes about the customer in the Notes field. This wont be shown on an invoice. If you want to put the customer on stop, select yes from the drop down menu. If you have multi-currency module enabled, choose the default currency for this customer. If required, enter a credit limit for the customer. To save the record, press the save button.

Next steps
To create a new customer, click on the New customer button.

Enter a Sales Invoice

Press the Sales tab and then click on the Invoicing button.

If you have come from the Customer details screen, the invoice record shown will correspond to the last customer you looked at. If the invoice record shown is not for the customer you want to work with, select the desired customer. Now click on the New invoice button.

The invoice number is automatically assigned by the system and appears in the Our invoice number field when the record is saved. This ensures that every invoice is uniquely identifiable. Enter the Delivery date. If you put a full-stop [.] in this field and press tab, todays date will be entered. Alternatively, click on the calendar icon to choose a date.

The Invoice date and Settle date are completed by the system. The Invoice date is the same as the delivery date. The Settle date is generated by the system by adding the number of days in your terms for that customer (e.g. 30 days). These can be overwritten if desired. Complete any required optional fields: Deliver to enables you to enter a delivery address or instructions. If left blank it will automatically pull the address entered onto the customer details page. The Notes field allows you to make any additional notes about the order. Whatever you type here will NOT appear on the invoice. This field is only for your records. Their Ref is a field to help the customer identify their order, e.g. a purchase order number. Currency code/ rate will only appear if you have the multi-currency module enabled.

Press the New line button below.

For a simple line item, type the detail of the goods or services being invoiced into the Detail box. Press the [+] button to open the editor. The editor acts like a word- processor. Type the number of items sold in the Quantity field. Enter the price per item in the Price field. The software will calculate the Net value for you. If you only know the gross

amount, enter the gross amount and then press the G>N button.

If you are registered for VAT, the Tax code box will default to whatever you have set it as in the customer details page. You can overwrite it if need be. To select a different Tax code to the default one, simply select one from the drop down menu. To do this, you must either begin typing the code into the box (e.g. o1) or leave the field blank. The VAT will automatically be calculated.

Select the desired Nominal code from the drop down menu. If you have selected a default nominal code in the customer details screen, it will default to this. If the required nominal code is not there, you can create a new one on the Nominal setup button under the Company tab.

Press Save to complete the line.

To add another line, press the New line button

When you have finished adding line items, check that all your figures are correct before marking the invoice complete by clicking the Complete button.

To print the invoice, press the Print PDF button. This button appears after you have completed the invoice. You can select a template from the drop down menu to the left, as well as select the number of lines to show on each page of the invoice. It will default to 10.

Alternatively, you can email the invoice directly from the system. To do so, select the template and then press the Email button. The screen below will now appear. From here, you can choose who to send it to, enter the subject of the email, write the email, and select a footer. Simply press Send to send the email.

It is not essential to create a copy for your records, as the invoice is held on the system. You can access it and produce a print or electronic copy at any time.

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Reset a Sales Invoice

This help document will show you how to reset a sales invoice on Liquid Accounts. If you have pressed the Complete button on a sales invoice, the system will not allow you to delete or edit any of the contents of this invoice. If you are logged into Liquid Accounts as an administrator, you can wind back the status of this invoice so that it is no longer completed and hence can be deleted or edited. Select the Sales tab then the Invoicing button.

Use the Search box to find the required customer, and then select the invoice to be reset by clicking on the number.

The invoice needs to be reset if the invoice status says Ready for Printing or Printed.

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To reset the invoice press the Reset button.

Untick the Printed and Completed check boxes and then press Update. Once the changes have been saved press the Go to invoice button and it will take you back to the invoice.

The invoice status should now be Being created. You can now delete or edit any of the lines by selecting the Delete or Select hyperlinks respectively.

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Collect a Payment Allocating a Sales Receipt

Select the Sales menu tab at the top of the screen and then choose the Money Collected menu option.

Ensure you have the correct customer selected. If not, use the Search box at the top of the screen to select the required customer.

Definition: Allocation This screen shows Sales Invoices (SI) that you have entered onto the system. It may also show Sales Receipts (SR) that you have entered. You can enter Sales Receipts, when people pay you, or when you see the money going into your bank account. The system needs you to Allocate or match SIs and SRs together, so that it knows what Receipts are paying for which Invoices. By doing this, the Invoices will then be cleared off this screen, keeping it all as clean and simple as possible.

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Tick the Select boxes for the Sales Invoice(s) that you have received payment for. You can select as many as you like; they will be added to the total amount. The total selected amount is displayed in the Amount box below.

In the Amount received section below, select the Bank account and the Date of the Sales Receipt that you are entering. Enter any relevant details in the Their ref and Our ref boxes.

Press Save/ Allocate. This will generate a sales receipt and automatically allocate it against the selected invoices. If the amount selected was a full payment, the Sales invoice will be removed from the list.

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Entering a part payment

To do a part payment, follow the same process but overwrite the amount you wish to pay in the To allocate box.

Pressing Save/ Allocate will then take the selected amount off the Sales invoice. For example, in the screenshot the sales invoice was for 120, 60 was allocated to it, and 60 now remains on the invoice.

Entering an unallocated Sales Receipt

To enter a Sales Receipt without allocating it to a Sales Invoice, simply enter the details and Amount in the Amount received section below.

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Press Save/ Allocate and it will appear as a Sales Receipt above.

To allocate the sales receipt to a sales invoice, tick the Select boxes next to the corresponding invoice and receipt. You can select as many receipts and invoices as required. The Amount field below should equal zero. Press the Save/ Allocate button below and they will allocate and disappear from the list.

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Edit or Delete a Sales Receipt

This help document will show you how to edit or delete a sales receipt on Liquid Accounts. Select the Sales menu tab at the top of the screen and then choose the Invoicing menu option.

Ensure you have the correct customer selected. If not, use the search function at the top of the screen to select the correct one. Find the sales receipt that you wish to edit in the list. Click on the sales receipt number.

Depending on whether the receipt has had invoices allocated to it or not will then depend how the next screen will look.

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The example below shows a receipt with no invoices allocated against it and therefore the receipt can be fully edited by pressing the Edit button, or deleted by pressing the Delete button.

If you chose to edit it, you can now make any changes you need to. Press the Save button to save the changes.

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Editing or Deleting a Sales Receipt with invoices allocated against it

If the sales receipt has had invoices allocated against it, they will be shown on the right-hand side of the screen. You can still edit elements of the sales receipt such as date and bank account by pressing the Edit button, making your changes and then pressing the Save button. If you wish to edit any other aspect of the sales receipt, or to delete it, you will firstly need to un-allocate these invoices from the sales receipt. In order to un-allocate the invoices, press the Unmatch Invoices button.

Once the Unmatch Invoices button has been pressed, the screen will update and it should show no allocated invoices. The receipt can now be edited or deleted.

Sales Receipts that have been Bank Reconciled

If a sales receipt has been bank reconciled, when you try and edit or delete it a warning box will appear. You will need to go out of this screen and into Check my statements and un-reconcile the transaction before the system will allow you to edit or delete it.

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Enter a Sales Credit Note

This help document will show you how to enter a full or partial credit note. A credit note is used when full or partial credit has been given to the customer. Please note; a credit note has to be allocated against the original invoice.

Full credit note

Press the Sales tab and then the Invoicing button.

Select the invoice you wish to create a credit note for. Click the number to select it.

Press the Credit note button.

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In the Notes field, CREDIT AGAINST INVOICE 40 (or whatever number your invoice is) will appear automatically, although you can override this. If you make any further changes to the header, press the Update header only button to save these changes. If you need to edit the line details, press Select next to the chosen line.

Press Complete to finalise the credit note. It will now appear on the invoice list as a credit.

To allocate the credit note with the invoice, go to Money collected.

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Tick the Select boxes next to the sales invoice and credit note you wish to allocate. The Amount should equal zero [0] for a full credit note. Enter the details and press Save/ allocate. They will now be allocated.

Partial credit note

There are two ways to create a partial credit note. You can follow the method demonstrated for a full credit note; simply deleting the lines that you dont want to be included in it. Alternatively, as the example below demonstrates, you can create a new invoice with a negative [ - ] amount in the line details. Press the Sales tab and then the Invoicing button.

Press the New invoice button.

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Enter the header details and then press New line. You may wish to record in the Notes box that it is credit towards a particular invoice.

Enter the line details. Ensure you put a negative amount [ - ] in the Qty field and have it attributed to the same Nominal code as the original invoice. Press Save. Press New line if you need to add any additional lines to the credit note.

To allocate the invoice with the credit note, go to Money collected.

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Tick the boxes in the Select column next to the relevant invoices. In the To allocate column, edit the figure of the original invoice to match that of the credit note. The Amount should equal zero [0] below. Enter the details and press the Save/ Allocate button to allocate. Once the credit note has been allocated, only the amount left to pay will be shown on the list.

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Sending Statements How to send statements to your customers

You can send statements to your customers showing their outstanding invoices. Most people do a statement run once a month. You can send statements to all your customers, to a batch of customers, or to a single customer. Note that only unallocated items (which have not been allocated a payment yet) will appear on a statement, including payments in and payments out, for example credit notes and refunds.

To send a statement to just one customer

Press the Sales tab and then the Send statements button.

To print a statement for just one customer, the customer code in the Account from and Account to fields should be the same. Select the Template you wish to use and the Invoice outstanding prior to date. It will default to todays date.

Press Apply. The statement will then be brought up, ready to print.

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To send statements to all your customers

Press the Sales menu tab and then the Send statements button.

Accept the defaults in the Account from and Account to fields as shown below. Amend the Template and Invoice outstanding prior to date if required.

Press the Apply button. The statements are all produced together as one document, ready for printing.

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Sales Analysis
Sales analysis allows you to analyse the sales of each individual customer in a chosen time period. Press the Results tab and then the Sales analysis button.

Search for the Customer. The date range will automatically select the current month. To override it, select a new Date from and to using the drop down calendar.

This will bring up a list of all the Sales Invoices for the chosen company in the selected time period.

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