Worked example: open a new customer
Green Leaf Deli wants to buy from Bright Home Supplies on account. Farah opens the customer; Nadia takes the first order. Practise in a training tenant; use the IDs your system returns.
1. Search for duplicates
Create customer → type Green Leaf → Search for duplicate identities. One result: #205 · Green Leaf Garden Centre · Active. Different business, so Farah selects Create a new identity after
searching and ticks I reviewed the search and need a separate new identity.
2. Save the identity
| Field | Value |
|---|---|
| Identity type | Organization |
| Display name | Green Leaf Deli |
| Legal name | Green Leaf Deli Limited |
| Registration number | 09876543 |
Save Party identity → Party #322 · Green Leaf Deli · Active.
3. Create the Partner
Check existing Partner → none. Partner code P-GREENLEAF, Default currency GBP, Create
Customer Partner → Partner #140 · P-GREENLEAF · CUSTOMER · ACTIVE.
4. Create the customer account
Check or reconcile existing Customer → none. Customer code CUST-0051, Account type WHOLESALE,
Currency GBP, Create customer account. The customer opens, status ACTIVE.
5. Assign addresses and contacts
On the Parties screen Farah adds the deli's address and two contacts to Party #322. Then on CUST-0051 →
Addresses & contacts:
| Assignment | Shared record | Purpose | Primary |
|---|---|---|---|
| Address | 8 Market Street, York | BILLING | Yes |
| Address | 8 Market Street, York | SHIPPING | Yes |
| Contact | Jo Patel, owner | PURCHASING | Yes |
| Contact | Jo Patel, owner | INVOICING | Yes |
6. Add a delivery note
Records → Add note: Type DELIVERY, "Narrow street; deliveries by van only, before 11:00."
7. Take the first order
Nadia enters a sales order for Green Leaf Deli for GBP 420 in GBP. The customer is ACTIVE with no holds, so the order is accepted. When it is invoiced, the invoice appears in Accounting's receivables under the deli's partner number.
Variation: a customer who stops paying
Harbour Bistro (CUST-0023) has invoice INV-0021 over 90 days overdue.
| Step | Who | Action | Result |
|---|---|---|---|
| 1 | Farah | Records → Add hold: CREDIT, "INV-0021 over 90 days overdue" | Hold active |
| 2 | Nadia | Tries a new order | Refused: "Customer is on credit hold" |
| 3 | Farah | Adds a CREDIT note recording the payment plan agreed | Note visible to staff |
The account status stays ACTIVE throughout; only the credit hold stops new orders.
Next: Help and troubleshooting.