Add a customer and send a statement

The steps

Find it

1. In the menu on the left, under CORE, tap Contacts. On a phone, open the menu with the button at the top left first.
2. Tap the Customers tab: every customer with what they owe you and how much of their credit limit they use.

Add the customer

1. Tap New Contact. Customer is already chosen; the same form adds a supplier, an employee or your accountant.
2. Tap the name box, e.g. Nkosi Holdings (Pty) Ltd, and type Lowveld Citrus Packers (Pty) Ltd. Then tap email@company.co.za and type accounts@lowveldcitrus.example.
3. Tap +27 82 123 4567 and type +27 82 555 0177. WhatsApp messages go to this mobile number.
4. Tap Credit Limit (ZAR) and type 50000, then tap Payment Terms (days) and type 45. New invoices to them start on 45 days.
5. Tap Create Contact. The customer is ready to pick on a quote or an invoice.

Scenario: send a customer their statement

1. Tap Search contacts, type Karoo, and open Karoo Fresh Holdings Ltd.
2. Tap View Statement to preview it: each unpaid invoice, how long it has been outstanding, and the total owed.
3. Tap Email, check the address, then tap Send. The send is logged on their Communication History.

Scenario: a customer agrees a payment plan

1. While they pay by arrangement, stop the automatic reminders. Open Karoo Fresh Holdings Ltd and tap Edit Contact.
2. Tap Send automatic payment reminders to switch it off, then tap Save Changes. Switch it on again when the plan ends.

More detail is in the guide.

Check yourself

1. What do the Payment Terms (days) on a customer control?

   • How often statements are sent
   • The terms, and so the due date, a new invoice to them starts with
   • How many days before a reminder is sent
   Show the answer

   The terms, and so the due date, a new invoice to them starts with

2. What does a Statement show?

   • What the customer owes now, invoice by invoice, with the ageing
   • Every sale you have ever made to them
   • Only payments received this month
   Show the answer

   What the customer owes now, invoice by invoice, with the ageing

3. A customer agrees to pay off their balance monthly. How do you stop Ledgr chasing them meanwhile?

   • Delete their overdue invoices
   • Switch off Send automatic payment reminders on their contact
   • Archive the customer until they have paid
   Show the answer

   Switch off Send automatic payment reminders on their contact