Customers, suppliers and prices

This page isn't translated yet; here it is in English.

Customers

Selling → Customer → New.

• ID (customer code) and Customer Name are separate, like items: type a code, or set up a naming series so codes are numbered automatically. The name can have a value in each language (translate button), so Arabic invoices show the Arabic name.
• Customer Group: for example Individual or Commercial; groups can hold other groups (Selling → Customer Group).
• Tax ID: the unified tax number from the tax office, printed on invoices.
• Phone, Email and Address. Customers can be found by name (in any language), code or phone number.
• Price List: the prices this customer normally gets, for example Wholesale.
• Credit Limits: one row per company with the most this customer may owe that company. Leave the amount empty, or add no row, for unlimited. Sales over the limit will be blocked unless a manager approves them.

Suppliers

Buying → Supplier → New, with the same kind of code, name, group, tax ID and contact details, plus the currency the supplier bills in (for example USD) and the price list you buy at.

A customer who is also a supplier

Some businesses both buy from you and sell to you. Open the customer and choose their supplier record under Also a Supplier. Reports → Linked Party Balances then shows, for each linked pair, what they owe you as a customer, what you owe them as a supplier, and the net: who owes whom. A supplier can be linked to one customer only.

Price lists and item prices

A price list is a set of prices in one currency, for selling, buying or both. Every company starts with Standard Selling and Standard Buying; add others such as Retail and Wholesale under Selling → Price List.

Selling → Item Price → New: the item, the price list and the price.

• Unit: leave it empty for a price per stock unit. Other units are converted, so with a bottle at 500 and Carton = 24, a carton costs 12,000. Give a unit its own price to override that (for example a carton at 11,000).
• Valid From: leave it empty for "always", or enter a date to set next month's price ahead. The latest price valid on a date is used.
• Variants without their own price use their template's price.

Pricing rules and promotions

Selling → Pricing Rule → New gives a discount or free goods automatically, for example buy 2 get 1 free, or 10% off one brand this week.

• Apply On: one item (a template item covers all its variants), a brand (set on the item; add brands under Stock → Brand), an item group (including the groups inside it), or all items.
• Who and when: optionally only for one customer or customer group (or supplier, for buying rules), between two dates, and from a minimum quantity on the line.
• What it gives: a discount in %, an amount off each unit, a fixed price per unit, or free items: buy the minimum quantity and get the free quantity of the same item (or another one). With Repeat, buying 4 gives 2 free, 6 gives 3, and so on.

When a quotation, order, delivery note or invoice is saved, each line gets the best rule: the highest priority first, then the most specific (item, brand, group, all). The line shows the rule, and free items are added as their own lines at price 0 (they follow the quantity when you change it). A discount you type yourself on a line is kept. The rule's own discount never needs a manager's PIN; only what a user adds on top counts against their maximum discount. Returns take back what the invoice charged and don't apply rules.

Referral codes

A referral code is something a customer says at the till (for example HAWRE10) because a person, a partner, another customer or an ad campaign sent them. Create codes under Selling → Referral Code:

• Comes from: a customer, a person, a partner or a campaign, and its name.
• Discount: a % or an amount off the whole invoice, applied after price lists, pricing rules and line discounts. Optional dates and a usage limit (how many invoices may use it).
• Reward for the code's owner: none; a product; a fixed amount per referred invoice; a % of the sale (of its net total, before taxes); or decided later. Choose the reward expense account, and for money rewards the liability account they're owed in.

On a sales invoice, type the code under Referral. The discount appears as Referral Discount and comes off every line in proportion (so sales and taxes are booked after it). It still counts against the user's maximum discount and the below-cost warning. When the invoice is submitted, a Referral Reward is made:

• Money rewards are booked as an expense, owed to the code's owner. Open the reward and click Pay when you pay them.
• Decided later: a manager opens the reward, clicks Set amount, then pays it.
• A product: click Give product; it leaves stock like a free issue, charged to the reward expense.

Cancelling the invoice cancels a reward that wasn't paid or given yet. A return refunds the discounted price. Reports → Referral Codes shows sales, discount given and rewards owed and paid, per code or per source.

Loyalty points

Retail customers can collect points. Create a program under Selling → Loyalty Program: how much must be spent for 1 point (for example 10,000), what 1 point is worth when spent (for example 100), after how many days points expire (empty: never), and the expense account spent points are charged to. Then choose the program on each customer who joins.

• Earning: when a sales invoice is submitted, the customer earns 1 point for every amount spent, counted on what they really pay (the net total before taxes, less points spent).
• Spending: on the invoice, Points Available shows what they have; type Points to Spend. Their value comes off what the customer owes (the invoice shows Points Value) and is booked as an expense, like a discount the company gives. With Paid Now, the cash taken is what the points left. Points are used oldest first.
• Returns take back their share of the points the invoice earned; cancelling an invoice gives back the points it spent and removes those it earned.

Reports → Loyalty Points shows each customer's points earned, spent, taken back, expired and left, and what they're worth.

Accounts

Under Setup → Company → Selling and Buying: the Receivable Account (what customers owe), the Payable Account (what the company owes suppliers) and the Sales Account. They are filled in from the chart of accounts: in the Iraqi chart, 13214 مدينون قطاع خاص, 23214 دائنون قطاع خاص and 4211 إيراد مبيعات بضائع بغرض البيع. Entries to these accounts remember the customer or supplier, so each one's balance can be followed.