Manage a client’s customers and vendors

Your office manages a client. That client’s own customers and vendors appear inside their financial workspace.

Find a customer or vendor

1. Open the correct client.
2. Choose Customers and vendors in the client or bookkeeping navigation.
3. Search for the name, identifier, or account key.
4. Open the record and check its details before editing or linking a document.

The list shows each customer’s and vendor’s Account key, the key of its card in the books, and under Keys in other systems the keys other software knows that card by (Hashavshevet, for example), with the system’s name. A customer or vendor that has not reached the books yet has no key.

Add or correct details

Use the available add or edit action. The card holds:

• the name, tax ID, and role (customer, vendor, or both)
• when editing an existing card, Bookkeeping: the account key and the keys in other systems (see below)
• Contact: contact name, emails (several addresses separated by commas), phone, and fax
• Address: street and number, city, postal code, and country
• Payment terms and bank: the payment terms, bank code, branch, and account number
• Notes
• when editing a vendor: its expense defaults

Under Bookkeeping you correct the card’s account key, and add, change, or remove the keys another system knows the card by. The changes save together with the rest of the card when you click Save. An account key that already belongs to another card is refused, and so is a key already linked to another card in the same system. For a customer or vendor with no card in the books yet, you can enter the key its card will get; left empty, the next free key is assigned automatically. The first key in a system is the one an export to that system uses. A new key in another system starts at the next free key after the last one that system gave a vendor (or a customer), and the last key shows under it, for example Last vendor key in Hashavshevet: 30004. Only keys made of digits count, and only those of the most common length, so a stray key does not move the range; a key the system already has is skipped. You can change the suggested key before saving; it is saved only when you click Save. Only someone allowed to change the chart of accounts can edit the keys; others see them read only.

The same card opens when you create a new vendor from an expense, so the address and contact details can be entered there too. From an expense you can also open an existing vendor’s card: with the pencil button next to the Vendor field, or with the pencil on the vendor’s row in the picker. Avoid creating a second record just because the displayed name differs slightly.

The tax identifier is stored as digits only, and a number shorter than nine digits is padded with leading zeros. The same number written differently therefore never creates a second record, and a number that already belongs to another active record is refused. Renaming a customer or vendor also renames the accounting accounts that still carry its previous name; an account that was given its own name keeps it.

Connected records

Some details may come from SmartBill or another source. Read connection or conflict messages before changing imported information.

A vendor in the books is not automatically an office contact you can message. Use Contacts for communication details and relationships.