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Populate the Settings tab for a customer record

A guide to completing the Settings tab on a customer record, covering transaction defaults, VAT types, bank details, direct debits, and additional configuration options such as, Head Office, and email templates.

Updated over 2 weeks ago

The Settings tab, you can set up transaction defaults, bank details, and currency information for your customer.

Populate the Settings tab for a customer record

Click Debtors, then click Customers.
Click + New Record.
Click the Settings tab. It contains the following sections:
- Defaults and VAT
- Transaction Defaults
- Bank Details
- Direct Debits
- Information
- EDI
- Head Office
- Email Templates

Sections explained

Section	Description
Defaults and VAT	The VAT type has three options: Home EU Non-EU Select the correct VAT Type for the customer. For more information on any-currency customers, see Create an any currency customer. If you select EU State, select or type the country name. The country list is hard-coded in your database and cannot be changed. If you select non-EU State, the country list shows all non-EU countries available in your database. EU and non-EU country records are created in the System or Options module. Your selection is used to validate VAT rates on transactions for this customer. The selection also controls which Sales and Bank Analysis codes can be selected. You can only select a valid VAT code. For a GBP VAT customer all non-EU VAT codes are valid. For an EU VAT customer, all codes are valid. VAT codes X and Y exist as defaults in every database. For a non-EU VAT customer all non-EU VAT codes are valid. You can only select valid sales analysis records. All active sale type analysis records that match the customer currency are valid. When using an Any Currency customer, all active sales type analysis records of all currencies within your database are valid. You can only select valid bank analysis records. All active bank type sales analysis records that match the customer currency are valid. When using an Any Currency customer, all active bank type analysis records of all currencies within your database are valid.
Transaction Defaults	Optionally enter a Sales and Bank Analysis to record sales to this customer. The analysis on the customer defaults to all sales transactions for this customer. Optionally enter a VAT Code. The VAT code on the customer defaults to all sales transactions for this customer. Leaving these fields blank uses the system default on transactions. You can only select valid analysis records. All active Bank type sales analysis records that match the customer currency are valid. When using an Any Currency customer, then all active bank type analysis records of all currencies within your database are valid.
Bank	Record the customer's bank details here: Sort Code Account Number Account Name Bank Name Where required, also record: BACS Reference IBAN Number — covered by a separate ISO standard, predating SWIFT/BIC. SWIFT/BIC Code — unique identifier for international financial institutions (ISO standard).
Direct Debit	Only available when the Direct Debit module is integrated with your Financials. Collection Type — defaults to AUDDIS; can be changed to SEPA. Days to Elapse — uses the default if one is configured; otherwise blank. Status — defaults to No Direct Debit. Mandate ID / Date of Signature — complete once the instruction is set up.
Information	Use this section for communication settings and to set a customer as inactive by toggling the Inactive button to Yes. You cannot make a customer inactive if they have transactions in the batch.
EDI	EDI stands for Electronic Data Interchange. EDI is a standard electronic format that replaces paper-based documents such as purchase orders or invoices. By automating paper-based transactions, organisations can save time and eliminate costly errors caused by manual processing.
Head Office	The Head Office set up allows you to Invoice a Head Office for an order that has been placed by a Sub Office.
Email Templates	There are standard email templates defined when a new database is created. New templates can be added in the System module. This is permission-controlled. You can set the email template for the following: Sales Order Invoice Statement Sales Invoice or Credit Note Sales Order Confirmation If your database has several templates set up for each option, you can select the relevant one from the drop-down list.
Contra Settings	Contra Settings only appears after saving the customer or when editing an existing one. It is not available when creating a new customer. Use Contra Settings when a customer also supplies to you and you want to offset amounts owed. Existing supplier records must be present in the Creditors or Purchase Ledger module. For more information on how to link a customer to a supplier record, follow our article on setting up a customer and supplier relationship.

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