Module 2 · Core · 8 min read

Customers: the master record

You will be able to: Create a customer with the fields that matter for selling, tax and credit; Explain Credit Limit, Credit Days and what Zeyto does when a customer is over the limit; Retire a customer correctly and read their balance.

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A customer record is created once and then picked on every quotation, order, invoice and receipt. The statement, the ageing report and UAE e-invoicing all read it too, so a correct name, TRN and credit limit here save retyping and mistakes everywhere else. Open Sales, then Customers.

The Customers list with tiles for customers, active, credit and TRN set, and columns for code, name, kind, type, TRN, phone, credit limit, credit days, balance and salesman.

Sales, Customers: the balance column shows what each customer owes you now.

Sales, Customers: the balance column shows what each customer owes you now.

Adding a customer

  1. Press + New at the top right.
  2. Type the Name. Leave Code empty and Zeyto numbers the customer from Settings, Numbering, or type your own code.
  3. Add what you know: TRN, Phone, Email, Credit Limit and Credit Days.
  4. Press Create.
The Create Customer form with the fields code, kind, name, type, TRN, phone, email, credit days and credit limit.

Press + New and fill the name, TRN, credit limit and credit days.

Press + New and fill the name, TRN, credit limit and credit days.

You can also create a customer on the spot while writing a document: in the Customer box type a new name and choose the + Create row. Press Enter only when you mean it, because Enter on text that is not an exact match picks the + Create row and makes a new customer.

The fields that matter

FieldWhat it does
TRNThe customer's 15-digit tax registration number. Zeyto refuses anything that is not 15 digits and refuses a TRN already used by another customer. It prints on tax invoices.
KindCUSTOMER, or BOTH when you also buy from this party (one record that also appears under Suppliers). Fixed once saved.
TypeCredit or Cash. A label only; it does not change what documents allow.
Credit LimitThe most this customer should owe you. 0 means no limit.
Credit DaysHow many days after the invoice date the customer normally pays. Used for overdue checks when an invoice has no due date.
ActiveUntick to retire the customer.

Credit control

When you submit an invoice, sales order or delivery note, Zeyto checks the customer's credit limit and overdue invoices. By default it shows what it found and asks you to confirm; Settings, Credit Control can change this to block. On a document, the line under the Customer box shows the balance and the credit limit, and an Over limit tag appears when the limit would be exceeded. That tag is advice; the check at Submit decides.

An over-limit saleAl Noor Trading has a Credit Limit of AED 5,000 and owes AED 4,800. You create an invoice for AED 525. The customer would owe AED 5,325, which is over the limit. With the default setting Zeyto warns and asks you to confirm; with blocking set in Credit Control it would refuse.

Reading the customer's position

In the list, Balance shows what the customer owes you now (Dr) or what you owe them (Cr), from the ledger. Open a customer and the panel on the right shows Outstanding, Overdue, the ageing buckets, post-dated cheques on file and the last transaction. The toolbar has Statement for the full statement and New Invoice to start a sales invoice for this customer.

An existing customer record opened from the list, showing its master fields and the Statement and New Invoice buttons in the toolbar.

Open a customer to edit it, read its statement or start a new invoice.

Open a customer to edit it, read its statement or start a new invoice.

Never delete, always deactivate

A customer is never deleted, because history and reports depend on the record. Untick Active (or press Deactivate on the row) to retire one. An inactive customer cannot be picked on new documents but stays in old documents and reports. If the customer still has a balance or open documents, Zeyto warns you first.

Watch outImport from a spreadsheet updates by Code. A Code that already exists is overwritten and every field the sheet does not carry is cleared on that customer. Use import for new customers only and edit existing ones on screen.

Try it in the demo

  1. Open https://demo.zeyto.app/demo-app/ and sign in (user admin, password demoAdmin123). This is a public demo with sample data, so nothing you do there affects a real business.
  2. Open Sales, then Customers. Look at the Balance column and the tiles at the top.
  3. Click a customer. Read the right-hand panel (Outstanding, Overdue, ageing) and find the Statement and New Invoice buttons.
  4. Press + New and look at the fields (Name, Code, TRN, Credit Limit, Credit Days). Leave without saving.
Open the live demo

Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.

Key takeaways
  • The customer record feeds every sales document, statement and ageing report.
  • TRN must be 15 digits; Credit Limit 0 means no limit; by default Zeyto warns when a sale would exceed the limit.
  • Customers are made inactive, never deleted.

Check yourself

4 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.

1. Zeyto never deletes a customer; you untick Active to retire one.

2. What does a Credit Limit of 0 mean on a customer?

3. You type a 14-digit TRN on a customer. What happens?

4. With default settings, what happens when you submit an invoice that takes a customer over their credit limit?

Previous: Opening balances and closing the yearNext: Quotations and sales orders

Practice questions for this module · Printable study sheet