The following explains how to set up separate accounts for each customer and a group for customers, so that you can have a list of separate invoices per customer.
In case you only have a few invoices and don't want to keep a detail per customer, you can also have just one account to record all customer invoices.
The list of invoices will then be for all customers and not for individual customers.
- Each client is a separate row in the chart of accounts and has its own account number
- There is a group that groups all the customers accounts
This group is then grouped in a group present in the Assets.
At the end of the Chart of accounts, add:
- A * section (header) (see Sections)
- A 01 section for the Clients (see Sections)
- The Clients' accounts that are needed (see Adding a new account). The account numbering can be freely chosen (see Accounts)
- The total Clients will be totalized in the summary groupe 110A of the Gr column.
- The same code or number used for the Gr (110A), must be used in the Assets Group column, in the row corresponding to the Total Customers of the Balance Sheet.
The groups' numbering can be freely chosen (see Groups).
Managing the Customers' register with the Cost centers
In case you don't want customers to be visible on the Balance Sheet (for example, for transactions with VAT on cash received), customer accounts can be created by using the Cost centers (CC3).
For all Swiss users who manage the VAT on cash received, this setup is the best to manage the VAT.
It is possible to manage the customers/suppliers register as cost centers (see also the Cost and Profit Centers page):
- we advise you to use the CC3 cost centers (the one where the accounts are preceeded by a semi-colon ";")
- the cost center balances for customers and suppliers will not appear in the Balance Sheet.
More information is available at the page Clients and Suppliers with VAT on Cash received.
The customers accounts and groups can be entered as normal accounts into the Assets section.
It is possible to add some specific columns in the Chart of accounts, to insert the address and other customers data:
- Choose the Add new functionalities command from the Tools menu
- Choose the Add addresses columns in the Accounts table command
(If you don't see this option in the list, it means that this function has already been activated).
The program adds in the Accounts table:
- An Address view where the added columns are visible.
- The columns that allow to insert the address data and other information.
- To display one or more of these columns, use the Columns setup command from the Data menu, also in the other views.
- To create other views with only certain columns, use the Views setup command (Data menu).
Select the Accounts table, Address view and add the desired information to the customers' accounts.
- Select the Account2 - Customers - Settings command
- Please indicate in "Group or account", the group of the Chart of accounts in which the different customers' accounts are grouped.
- For an explanation of the different options, go to Customers and Suppliers settings.