Creating New Customer Individually

Basic Information
Client Address
Billing Address
Delivery Address
Invoicing Information
Additional Information
Postings

You can create or import a maximum of 10,000 different customers into the Sales Invoice customer register. When using mass invoicing, the maximum number is 5,000 customers.

• Open Sales Invoices Customers - By Code or Name
• Click the Create New Customer button
• Complete the customer's information tab by tab. Information marked with (*) is mandatory.

• Save the given information at the end, on the last Additional Information tab, with the Save as New button.

Basic Information tab

Type - Select whether it is a Company or a Personal customer.

Code - Enter the customer ID (same as in the external sales ledger). The ID can only contain numbers, no letters, spaces, or any other punctuation marks.

Name - Enter the customer's name. The name must be unique, and the same names cannot be used for different customers. The length of the Name/Name2 field in Sales Invoices is almost unlimited, and the length of the customer's name is not checked when sending or importing invoices.
NOTE! In the Finvoice standard, the maximum number of characters for the name/name2 field is 35.

Name Abbreviation - The name abbreviation can be used for selecting or searching for a customer. The name abbreviation appears on the Sales Invoice but not on the PDF (invoice image). The name abbreviation must be unique, and the same name abbreviations cannot be used. The name abbreviation is a mandatory field, and if it is not filled in, it is automatically generated from the customer's actual name.
NOTE! The name abbreviation is not used in the new Sales Invoice form.

Business ID - Enter the customer's VAT ID.

Contact Person's Name, Email Address, and Phone Number - Enter the company's contact information. NOTE! If the customer's invoice is sent by email, the Email field must contain the email address to which the invoice is to be sent (if multiple recipients, separate addresses with semicolons).

Category - If customer groups are used, select the desired group for the customer from the drop-down menu, e.g., Ltd, Co. Note! Customer groups are created in Settings - General Settings - Registers.

VAT ID - The field is automatically completed after entering the VAT ID and saving the information if the Nationality selected on the Billing Information tab is FI or SE. If the customer's Nationality is something else, the information in the VAT Code field can be edited manually. For example, the VAT number of a foreign customer can be entered in the VAT Code field, and the information will be printed in the recipient's VAT number field on the invoice.

Client Address tab

Name 2 - Use an additional name in addresses, such as C/O or department (Billing). The maximum number of characters for the field is 35.

Street Address, Postal Code, and City - Enter the customer's address information used for invoicing. NOTE postal code! If the customer's Country is Finland (FI), the postal code for the billing address must be five digits. The program automatically removes any empty characters, such as spaces at the beginning or end of the postal code.

The length of the domestic customer's postal code is checked

• In the Sales Invoice customer register. If the customer's Nationality is set to FI, Sales Invoices checks the length of the postal code in the Postal Code field. Note! The delivery address information is not mandatory.
• In the import of customer information. If the length of the postal code is not five digits, it will be reported in the Reports - Transfer Reports view. The incorrect postal code must be corrected in the Excel file, after which the information for the customer with the error can be imported again into Sales Invoices.

Country - Select (from the drop-down menu) the country code that indicates the country where the customer is located. In the import of customer information, the country code is by default Finland (FI) for all customers.
Billing Address - The Country information on the Billing Address tab is mandatory.

If customer information is imported as a CSV import, and this information is missing, the program automatically completes the field with the value FI. If the CSV import does not include country information but the file contains foreign customers, the accuracy of the country field values must be checked.

By clicking Copy Delivery Address, the shipping address can be copied as the billing address if the shipping address information has been completed. The billing address is formed from the fields Name2, Street Address, Postal Code, City, and Country. The invoice sent by mail is addressed to this address.

Phone and Telefax - The information can be completed if desired.

Nationality - Select (from the drop-down menu) the customer's nationality. The nationality selection affects the Y-tunnus (Business ID) and VAT Code information on the Basic Information tab.

• If Finland (FI) or Sweden (SE) is selected as the nationality, the application checks the correctness of the Business ID and automatically generates the VAT Code from it.
• If a nationality other than Finland or Sweden is selected, the Business ID and VAT Code fields are freely editable information. The VAT number of a foreign customer can be entered on the Basic Information tab; in the VAT Code field if the Nationality is something other than FI or SE.

Billing Address tab (NOTE! Available only in the new Sales Invoice form)

The information on the Billing Address tab is not mandatory. The information is completed ONLY if necessary (= if the invoice is sent to an address other than the company's address, e.g., scanning service). If the information is completed, the mandatory information is:

• Name / Name2
• Street Address
• Postal Code
• City
• Country

Delivery Address tab

The information on the Shipping Address tab is not mandatory. If the information is completed, the mandatory information is:

• Street Address
• Postal Code
• City
• Country

Invoicing Information tab

E-invoice Address and OVT - The information to be completed is obtained from the customer. In addition to the e-invoice address, the OVT can also be completed, which is not mandatory information.

When invoices are sent to the customer as e-invoices, both the E-invoice Address and the Operator Code must be completed on the Billing Information tab.

If the e-invoice address or operator is missing
If either the e-invoice address or the operator code is missing, the invoice will not be sent, and a report will be generated in the Reports - Transfer Reports - Sending E-invoices view for the missing information.

• The missing information must be completed in the customer register and the changes saved. After the information has been corrected in the customer's settings, the customer's information must be selected again for the invoice to be sent electronically to the recipient.
• If both the e-invoice address and the operator code fields are left empty, the customer's invoices will always be sent via the printing service as a letter. In the Customers By Name or ID view, a printer mark is displayed for those customers whose invoices are sent via the printing service as a letter.

Operator ID - Select the customer's specified operator information from the drop-down menu. If the operator information to be used is not found in the menu, you can enter it manually in the Other Operator field. If customer register information is imported as a CSV file into Sales Invoices, the operator information is displayed in the Other Operator field.

IMPORTANT NOTES:

• The information in the Other Operator field overrides the information in the Operator Code field.
• If both the E-invoice Address and Operator Code fields are left empty, the invoices will not be sent as e-invoices to the customer but will be sent via the printing service as a letter.
• If the E-invoice Address and Operator Code fields have been completed, but the invoices are still sent via the printing service as a letter, first check the correctness of the e-invoice address with the recipient. If the address is correct and the invoices are still sent via the printing service as a letter, contact Heeros Application Support.

Invoicing Language - Select the language of the invoice (Finnish, Swedish, English, Italian, French, German, Dutch). The invoice will be sent to the customer in the selected invoicing language. Note! The names of products are not automatically translated on the invoice.

Bank Accounts - Select the bank accounts to be stated on the invoice for the customer. It is possible to change the bank account selections even on the invoice. The bank accounts that have been created earlier in the Settings - Bank Accounts view are displayed in the Bank Accounts section. NOTE! If no bank accounts are displayed in the bank accounts section, create them before saving the customer!

Additional Information tab

Default Payment Term - A customer can be assigned their own default payment term. Select the default payment term to be used from the drop-down menu. Note! The default payment term to be used must be created first in Settings - Payment Terms view.

Demand of payment (only used in the sales ledger-Sales Invoices) - A payment reminder to be used can be assigned to the customer (drop-down menu). Note! The payment reminder to be used must be created first in Settings - Payment Reminders view.

Under delivery prohibition/Customer is tax exempt - Marking provides additional information about the customer.

• Under delivery prohibition - the marking is for internal information only in Sales Invoices. It is visible in the customer view.
• Customer is tax exempt - the marking is used in the transfer to the Tikon ledger. This selection means that the customer is tax-free in the Tikon customer register.

Customer-Specific Message to the Invoice Creator - A customer-specific message can be assigned to be shown only to the invoice issuer (not the customer). If this field is completed, a note line is activated below the customer's name on the invoice form. The text provided in the settings is displayed on the Sales Invoice when the mouse pointer is placed over the Customer-Specific Note field.

Default Currency - In Sales Invoices, the default currency to be used on the invoices for the customer can be selected. In Sales Ledger-Sales Invoices, only EUR is used.

Default Additional Description - Additional descriptions can be provided in Sales Invoices in Customer Settings, General Settings, and directly on the invoice. A free-form description can be entered in the Default Additional Description field.

Postings tab (NOTE! Available only in the new Sales Invoice form)

Accounting objects (in the picture Kustannuspaikka) - Default cost centers to be used can be selected for each customer. The cost centers must be defined first in Settings - Cost Centers and Settings - General - Invoice Information.

Sales Account, Accounts Receivable Account, VAT Code - Select customer-specific settings for the sales account, accounts receivable account, and VAT code if different from the general settings. The information must be defined in Settings - Accounts/VAT Codes before it can be selected in the customer settings.

NOTE! The Finvoice file contains character restrictions for the description fields!
The maximum number of characters for the Additional Description field is 80 characters, so longer descriptions should always be written in the Description field of Sales Invoices (maximum 512 characters).

The Default Additional Description field can be used in cases where the invoice entry is different for each customer. The default additional description is displayed on the invoice after the actual Description field, and it can be changed or removed if necessary.

Finally, save the information with the Save as New button.