Add customer

When you add a new customer, you enter such things as the details that are needed to be able to create an invoice for the customer. If you click on the button Find address, you call up the customer's basic information and transfer it to the program. You can search for such things as personal identity numbers, corporate identity numbers or names.In addition to customer details, you can also add notes for your customers.

  1. Select Sales - Customers.
  2. Select New customer.
  3. Enter the customer's name in the Customer name field.
  4. Choose whether the customer is a company or a private individual at the Customer type field.

The customer type you choose determines if the amount on the invoice is shown with or without VAT.

  1. Select Find address.

The Find address window opens and a list is shown. You can better target your search results by entering the corporate identity number or personal identity number.

  1. Click on the relevant customer in the hit list.
  1. Fill in the customer's other information.
  2. Choose Save and the customer will be shown in the Customer list.

Customers marked as active are selectable when you create invoices.

Here, you indicate whether the customer should be registered as a company or a private individual. The choice you make determines whether the amounts on the sales invoice are shown including or excluding VAT.

The setting controls which language is used for the default texts on the invoice. Please note that articles only will be shown with their English designation if you have entered English text in the field Article name in English when creating articles. The setting will also apply for quote and order documents sent to the customer.

Apart from the default texts and the article names this setting controls which language is used for the standard texts found in Settings - Company settings - Other settings. When selecting English the standard texts used for documents and e-mails will be the ones entered as foreign texts.

If you deliver to a municipality, county council or a major company, you should check which GLN to use. They often have one corporate identity number, but several GLNs. Entering the correct GLN ensures that invoices and goods are sent to the right unit/location at the recipient.

A VAT number is made up of a country code followed by up to 12 digits or letters, depending on the country. Special characters are not allowed. The VAT number you enter here will be included on all invoices to the customer. If you will be invoicing without VAT to customers in other EU countries, the customer's VAT number must be indicated on the invoice. This is because VAT-exempt sales must be reported to the Verohallinto in the report EU periodic VAT declaration.If the customer's VAT number is not specified on the invoice, Finnish VAT rules are applied.

When you enter a VAT number, the program checks whether the VAT number is valid according to VIES. VIES (VAT Information Exchange System) is the European Commission's search engine for VAT data, which is retrieved from national VAT databases. If the number is invalid, it may either be because the VAT number does not exist, it has not been activated for intra-EU transactions or because the registration of the VAT number has not yet been finalised.

Choose the delivery terms you want to set for the customer. The delivery terms you choose here always apply when you register a new document for the customer. If you have customers abroad, it may be a good idea to be familiar with Incoterms, which is an international standard published by the International Chamber of Commerce (ICC).

Incoterms can be used for deliveries abroad to prevent misunderstandings related to factors such as cost and risk of shipping.

Choose the delivery method you want to set for the customer. The delivery method you choose always applies when you register a new document for the customer.

You fill in the delivery address here if it is not the same as the customer's postal address. The delivery address is shown on quotes and orders.

This setting will use the delivery address for VAT calculation. Postcode, city and country must be filled in. This setting can only be enabled if the country of the delivery address differs from the invoice address.

The payment term Cash is used when you are paid in cash.

The payment term Card payment is used if you are paid via card payment into your bank account.

You cannot create your own payment terms.

Here you specify what currency the customer should be invoiced in.

If you want to set a discount for a customer you enter the discount percentage here. The discount will be deducted for all articles this customer is invoiced for.

If you check this box you will be able to include VAT on sales invoices, even though the customer resides outside of the EU. If you edit the customer details and uncheck the box again, the sum of the invoice will be shown excluding VAT.

The service provider which the company or private individual uses to receive e-invoices.

This address is used when delivering e-invoices to customers. For private individual customers the address will automatically be retrieved when the customer has agreed to receive e-invoices from your company in their internet bank. For company customers the information can be manually entered if provided by the customer. There is also the possibility to collect the information by clicking the Get details button.

The OVT identifier is used to identify a specific unit of an organisation. It is provided to you by your customer. Entering the right OVT identifier ensures that invoices are sent to the recipient's correct unit/location.

Tick the box if your customer requests invoices following the Finvoice 3.0 or EU standard (EN16931). This will result in four additional fields on the invoice where you can specify information about: Agreement number, Account reference, Site code and Tender reference.

When you use the EU standard setting your invoices will also meet the requirements for invoicing the public sector.

Related topics

Create sales invoice
Importing or exporting customer records
Article labels
Customer labels