Customers and suppliers
Manage partners, balances and customer statements.
Last updated 2026-10-23
Customers and suppliers
Use Partners for who owes you and whom you owe.
Adding a partner
Choose Customers or Suppliers and add one, or use + New during a sale or expense. Use walk-in only where individual follow-up is unnecessary. A walk-in supplier you name on an expense, such as Kenya Power, is saved to Suppliers so the expense shows who was paid. Archived partners cannot take new sales/expenses; restore them first. Existing balance payments still work.
For imports, match names once in Customers/Suppliers in this file. Shared walk-ins must be fully paid. Named partners keep individual debt. Newly created partners must be explicitly selected when returning to review; never re-enter an already-recorded payment.
The customer ledger
Open a customer for sales, invoices, applied payments and outstanding balance. The outstanding balance counts open invoices and any credit sale you have not invoiced yet, so a customer who took eggs on credit shows what they owe straight away. Once you issue the invoice, the invoice carries that balance instead.
Sharing a customer statement
Open the customer and Statement.
Starting a statement
Choose a customer if asked, then Generate balance summary. It opens a review; it does not send anything or change balances. Finance and customer/report read access are required.
Choosing a period
Default current balance starts from the oldest unpaid/part-paid invoice. Use Period for a dated opening balance, charges, payments and closing balance. Unapplied credit is shown separately.
Viewing and sharing it
- Table: detailed statement and payment instructions.
- Text > Copy message: SMS/WhatsApp text; manual copy appears if needed.
- Download CSV/PDF: save a file; PDF needs advanced reports.
- Send reminder: uses enabled SMS/email, asking which if both exist. Review the confirmation and masked destination. With neither channel, copy it.
Adding payment instructions
Open Settings > Finance > Customer payment instructions and save your payment details. Blank omits the block.
Setting up a customer for faster sales
Under Capture defaults, optionally set Usual product, Usual pack size
and searchable Tags. Add tags with comma/Enter; remove with x.
Clear with No default or remove tags.
Prices belong in price books and customer agreements.
How the customer picker helps you
Recent/frequent customers appear first. An untouched sale's first product uses the customer's saved default, then consistent recent purchases. Check the source note and change it when needed. Existing basket edits stay unchanged; prices come from price books/agreements, never guessed from history.
Setting up a supplier for faster expenses
Optionally set Default expense category and searchable Tags. Tick Subject to withholding tax only where applicable and set Residency for the rate band.
How the supplier picker helps you
Recent/frequent suppliers appear first. Suggested category uses their saved default, then consistent recent purchases. Check it and change it for a different purchase.
The supplier ledger
Open a supplier for expenses, payments and remaining payable. Recording a payment updates your books; you still send the money through your bank or mobile-money app.