The people and companies you do business with: customers, suppliers (vendors) and others. You set each one up here once, with contact details, tax number and bank account(s). Each party also becomes a ledger in your books, so you can see what they owe you or what you owe them.
When to use it
When you add a new customer or supplier, and to keep their details up to date.
Where to find it
Masters > Customer/Vendor.
The fields on this screen
| Section | Field (on screen) | What to enter | Required |
|---|---|---|---|
| Ledger Details | Ledger Name | Name of the account as it should appear in your books and reports. Keep it unique. | Yes |
| Ledger Details | Ledger Group | The group this account sits under. It decides where the balance appears in the Balance Sheet or P&L. | Yes |
| Ledger Details | Ledger Type | What kind of account this is, such as Cash, Bank, Sundry Debtors or VAT. | Yes |
| Costing Effect | Is Cost Element | Tick to treat this ledger as a manufacturing cost element. Set its type and behaviour under Cost Element Ledgers. | No |
| Configuration | Intercompany - represents org | Set only when this account stands for a sister company. Its balances drop out of group reports. | No |
| Vendor | Vendor Name | The party's name as it should appear in your accounts and on documents. | Yes |
| Vendor | Address | (not explained yet) | No |
| Vendor | PAN Number | The party's own PAN - their tax number, not yours. Nine digits. | No |
| Vendor | Registration Number | (not explained yet) | No |
| Vendor | Registration Date | (not explained yet) | No |
| Vendor | Primary Contact Person | (not explained yet) | No |
| Vendor | Mobile Number | The party's mobile number. Notices this party is sent by SMS go to this number. | No |
| Vendor | Email Address | The party's email address. Bills and notices sent by email go here; blank means they get none. | No |
| Vendor | Vendor Type | What this party is to you, such as customer or supplier. Pick the one matching how you deal with them. | No |
| Vendor | Is Requester | (not explained yet) | No |
| Vendor | PROCMIS ID | (not explained yet) | No |
| Vendor | Is Rental | Tick for a rental tenant. Rental billing only picks up customers with this and Rental Active both ticked. | No |
| Vendor | Login Account | (not explained yet) | No |
| Rental | Rental Active | Active tenants only. Unticked customers are excluded from billing runs. | No |
| Documents | Document name | A short name for the file you are attaching, such as Agreement or PAN copy. | No |
| Documents | Document | Attach a scan or photo of the document. | No |
| Bank Details | Bank Name | The bank this party's own account is held with. Pick it from the Bank List. | No |
| Bank Details | Account Name | Name the party's account is held in, exactly as their bank has it. | No |
| Bank Details | Branch Name | (not explained yet) | No |
| Bank Details | Account Number | The party's own account number - the account you pay them into, not one of your own. | No |
| Bank Details | Primary | (not explained yet) | No |
Adding a record
- Open Masters > Customer/Vendor.
- Click Add / New.
- Enter the name, pick the Ledger Group, and choose the Vendor Type (Customer / Vendor / ...).
- Add the contact details. If you like, add their bank account(s) in the Bank Details panel.
- Click Save.
Tips and common mistakes
- Pick the right Vendor Type and Ledger Group. Together they decide how the party shows up in reports and which side of the books it sits on.
- The bank accounts here are the party's own accounts, used for paying them. They are different from your own Cash/Bank accounts.
- Do not delete a party that has transactions. Deactivate it instead, because deleting would leave its history dangling.
Related guides
Notes
Your demo company comes with about 240 parties (customers, suppliers and rental tenants).