How to create a customer?

Modified on Thu, 27 Jul, 2023 at 12:13 PM

To invoice, it is necessary to create customers in Fact.

The numbering of customers is automatic.
Example: when you create the 11th customer record, the customer will have the number C-0011. This is a continuous and chronological sequence.

On the other hand, if a manual modification of the numbering is made when the customer record is created, it will not be taken into account the next time the customer record is created. In fact, the system will continue to apply the "total number of customers + 1" to each creation.

The creation is done in 2 steps:

Fill in the customer's identity information
Fill in the customer's payment preferences

The customer's identity information

Go to the “Customers” menu
Click on “CREATE” button at the top right

Select the customer type "Company" or "Individual".
For "Individual" customers it is possible to choose the type of VAT to be applied
:
- "Local": refers to the country of origin. In this case, the VAT rate applied on each product and categorie will be the french VAT.
- "Custom": allows to choose the VAT rate to be applied line by line on the commercial documents
For "Business" customers it is possible to choose the type of VAT to be applied:
- "Local": refers to the country of origin. In this case, the VAT rate applied on each product and categorie will be the french VAT.
- "Custom": allows to choose the VAT rate to be applied line by line on the commercial documents.
- "Intracom": refers to destinations in EU countries, in this case the Intracom VAT number must be entered
- "Export": for any other country
  
  In the case of an Intracom or Export customer, no VAT will be applied on commercial documents.

Complete the general information

Fact is equipped with the French national SIRENE database (approximately 30 million companies referenced). It is therefore possible to carry out a search by company name, address, department, or complete postal code.
Once the company is found, just click on it so that the SIRET and the complete address are automatically filled in

Intracom. VAT and SIRET numbers are mandatory for public sector companies (Factur-X standard).

Click then on “Save”

Once registered, you will have the possibility to modify it, but also to find a dashboard summarizing the activity with this customer and all the documents and regulations registered with the latter.

To avoid errors, the "Customer reference" field is automatically generated according to the settings.

Some information is required to create a customer master record, it is indicated by an *.

In addition, a customer cannot be deleted if commercial documents are associated with him.
However, it can be archived if it should no longer be used.

The customer's payment preferences

The payment preferences are included when creating the documents for the client.

They can finaly be modified on the document.

To fill in the customer's payment preferences:

Click on the "Payment" widget in the customer file
Select at least the "Default payment mode" and "Default term".
Click on "Save"

Customer's contacts

The "Contacts" section of the customer file allows you to create a list of specific contacts for the customer concerned. These contacts are then listed as potential recipients each time an email is sent to the customer. You can define favorite contacts so that they are automatically entered in the "Recipients" field of your email forms.

For more information: Create/manage customer contacts