Customers

A customer record holds the details Verasol uses on every quote, sales order and tax invoice: the name, the VAT treatment and TRN, the country and emirate, the payment terms and the contact details. The VAT treatment, the TRN and the emirate matter most, because new invoices take their invoice type and place of supply from them. Adding or changing a customer books nothing in your accounts.

Find your customers#

Open Invoices › Customers in the main menu. Each row shows the customer's name and code (CUST-001, CUST-002 and so on), contact details, TRN, type, city and emirate (the country, for a customer abroad), the Total Invoiced with the number of invoices, and what is Outstanding.

• 1 Add Customer opens the panel for a new customer.
• 2 Search by name, e-mail, phone or TRN. The All Types list next to it shows only businesses or only individuals.
• 3 All VAT Treatments shows only the customers with one VAT treatment: VAT registered, Not VAT registered, Overseas or Designated zone.
• 4 The status list shows the Active customers (as the page opens), the Deactivated ones, or Active and deactivated.
• 5 The buttons on each row: the pencil (Edit) opens the customer's details, the eye (View Details) opens the customer's page, and the bin (Delete) deletes or deactivates the customer (see Delete a customer). A deactivated customer has the arrow (Reactivate) instead of the bin.

Total Invoiced counts issued invoices only, in AED, less the credit notes you issued to the customer; drafts, cancelled invoices and opening balances are left out. The Outstanding amount is what the customer owes today according to your receivables in the books, in AED.

Custom fields set to Show in lists appear under the customer's name, and those set to Use as a filter add a filter of their own. See Reporting tags and custom fields.

Add a customer#

1. Click Add Customer. A panel opens on the right.
2. Type the Customer Name as it appears on the customer's trade licence.
3. Choose the Customer Type: Business or Individual.
4. Choose the VAT Treatment (see the table below).
5. For a Registered or Designated Zone customer, type the 15-digit TRN. A Registered customer can't be saved without it. Check format checks that the number has the right format and then shows TRN format looks right; it does not look the TRN up at the FTA.
6. Add the Email and Phone if you have them.
7. Choose the Country. For a customer in the UAE, choose its Emirate: it is required, because it is the place of supply of the customer's invoices. For a customer abroad, you can add its state or region.
8. Enter the Payment terms in days. New invoices to this customer are due that many days after the invoice date; with 0 days, they are due on the invoice date. Left empty, the terms are 30 days.
9. Leave the Currency at AED, or choose the currency the customer usually deals in. New invoices, quotes and sales orders for the customer start in it; each document can still be in another currency.
10. Fill in the Billing Address, its City and the P.O. Box. Leave Shipping address same as billing ticked, or untick it to enter a different Shipping Address.
11. Click Save Customer. Verasol gives the customer the next customer code.

1 Customer Name, 2 VAT Treatment, 3 TRN, 4 Emirate, 5 Payment terms, 6 Save Customer.

Which VAT treatment#

For a customer in the UAE the TRN decides: with a TRN a new invoice starts as a tax invoice, without one as a simplified tax invoice.

When you choose a country other than the UAE, Verasol switches the VAT treatment to Overseas - No VAT applicable for you and empties the TRN. When you choose Individual as the customer type, it switches to Unregistered. You can still change the type, the VAT rate and the place of supply on each invoice.

E-invoicing details#

For a business customer, the panel also has an E-invoicing section: the Registration type (Trade licence, Emirates ID, Passport or Cabinet decision) and the Registration number, with the Issuing authority for a trade licence or the country for a passport. These are optional, but UAE e-invoices need them. The customer's Peppol address comes from the first 10 digits of its TRN; under Advanced you can enter an Own Peppol address when the customer gave you a different one. See E-invoicing.

Change a customer's details#

1. In Invoices › Customers, click the pencil (Edit) on the customer's row, or click Edit on the customer's page.
2. Change the details in the panel.
3. Click Save Customer.

The customer's page#

Click the eye (View Details) on a row to open the customer's page.

• 1 Edit opens the customer's details.
• 2 New Invoice starts an invoice with this customer already chosen. A deactivated customer's page has Reactivate in its place: new invoices are made only for active customers.
• 3 Emirate (place of supply) is the emirate new invoices take; for a customer abroad, its Country shows here. The Payment terms and the Currency follow.
• 4 The Statistics box shows the Issued invoices, the Total Invoiced (issued invoices less credit notes; the amount the credit notes took off shows under it) and the Outstanding Balance.

The Invoices list shows each of the customer's documents, drafts and credit notes included, with its status, amount and the balance still open; click a number to open it. The Activity Timeline below lists when invoices were created, sent and paid in full, and when payments came in.

When the customer holds a credit (money received on account, a credit note not yet used up, or an opening credit), an Open credits box lists each one with the amount still open. Refund next to a credit, or Refund to customer at the top of the page, opens a new payment that pays it back. See Receive payments.

For a statement of account to send to the customer, with every invoice, payment and credit and an aging of what is open, open the Statements tab in Reports. See Dues and statements.

Delete a customer#

Click the bin (Delete) on the customer's row and confirm. A customer without invoices, credit notes, receipts, quotes, sales orders or delivery notes is deleted. A customer that has them is deactivated instead: your books, VAT returns and audit file refer to it, so Verasol keeps it on record, but it is no longer offered on new invoices, quotes, sales orders and payments. The message tells you which of the two happened.

To see deactivated customers, choose Deactivated in the status list. Click the arrow (Reactivate) on the customer's row, or Reactivate on the customer's page, to make it active again.

Related#

• Quotes
• Sales invoices
• Receive payments
• How VAT works in Verasol
• Dues and statements