Traders (Customers and Suppliers)

Traders 

All sales and purchase transactions require a customer or supplier to be entered.

Add a new Trader

• From the main menu, click on Traders 

• Click Customers or Suppliers; this will display the trader listing screen.

• Click Add button. 

The only information required is a code and name, but there are further fields you may fill in which will help with data entry. 

• Code: Enter a unique code up to 8 characters.
• Name: Enter the name of the Customer/Supplier.
• VAT Country: VAT codes typically begin with a unique country code. KEYinfinity currently only supports UK VAT application. 
• VAT Number: Enter the Customer/Supplier VAT number. 
• Comments: Use this field to add comments to the trader which you can view on the Customer/Supplier listing screen
• Active: For a Customer/Supplier to show on the entries screens, they must be set to active.
• Is Customer/Is Supplier: If the trader is both a customer and a supplier and you want the trader to appear the same in both trader ledgers, then drag the Is Supplier/Is Customer button to show blue. If the trader is a Both ways trader, then the defaults/terms for both ledgers can be entered. 

The other sections in the traders screens for Address, Contact and Bank Details may be filled in as required.  

The Sales/Purchase default sections allow you to enter any defaults for the trader including all or any of Item, Nominal, Enterprise, Analysis and VAT codes. These defaults will be used when entering your transactions but can be overridden. 

The terms will be populated with the defaults as set up in Settings>Trader Settings>Payment Terms. However these can be overwritten for individual traders. Terms Type is selected from the drop-down menu. The Terms Days will enable the Due date to be calculated automatically from the invoice date, on invoice entry in accordance to the terms type. Credit limits will always need to be entered for individual traders.

Edit a Trader

To edit a Trader click on the name in the listing screen which will display as a hyperlink. The cursor will change to a small hand when you hover over the correct place: You can edit all the details on a saved trader apart from the code.  

Delete a Trader

A customer/supplier can only be removed if they have not been used on any records. To remove a customer/supplier:

• From the main menu, click on Traders 

• Click Customers or Suppliers; this will display the appropriate trader listing screen.
  

• Select a single or multiple Customers/Suppliers from the listing screen
• Click the Morebutton 
• Click Remove

Hide a Trader

If a customer/supplier is no longer required and cannot be removed because it has been used, you can hide it by making it inactive. 

From the main menu, click on Traders 

• Click Customers or Suppliers

• Click on the blue Name field or double click on the grid row

• Click on the Active toggle to switch it off

• Click Save 

Filters

A Trader which has been made inactive can be viewed on the listing screen. To view inactive traders:

• Select the dropdown arrow on Status at the top of the screen 
• Tick Inactive to show Inactive traders as well as Active.