Set a customer's terms and see what they owe
A customer’s terms say how they buy. Their balance says where they stand. Both live on the customer card.
Set the terms
Section titled “Set the terms”- Open Sales → Customers and open the customer.
- On Overview, click Edit customer.
- Set what applies:
- Payment terms: whole days. It reads Net 30 days on the card, or Prepayment / on receipt at zero.
- Prepayment required and Credit limit.
- Default currency and Default locale.
- Assigned legal entity: the company this customer is mainly billed by.
- Click Save changes.
Payment terms date the money you expect from this customer. The cash flow calendar adds the terms to an order’s date to say when the money is due, and shows how late it is.
Which company issues an order’s documents is not set here. It comes from the order: the company chosen on the order, else the one that sells on the order’s channel, else the workspace default. See Run several companies in one workspace.
Give the customer a price list
Section titled “Give the customer a price list”On Pricing assignments, click Assign, choose the price list, and save. Each currency has one list, and the list’s own currency decides which assignment it replaces. When an order is created for this customer, the customer’s list sets the line prices.
To assign a list to many customers at once, select them in the customer list and choose Price list. If your workspace requires approval for price list changes, the change is sent for review and the customer keeps the current list until it is approved.
Scoped discounts and fixed prices that sit above the list are shown under Customer overrides. See Prices and currencies.
See what they owe
Section titled “See what they owe”When Finance is switched on and you can see it, the customer card shows a Balance panel: what has been Charged, what has been Paid, and what is Outstanding, as Owes you, Settled or In credit. There is one line per currency. Keelvy never adds amounts in different currencies together.
What counts:
- Charged is the issued invoices. For a US company that is the commercial invoice. A draft or canceled invoice is not a charge. See Issue an invoice or delivery note.
- Credit notes reduce it.
- Paid is the payments you recorded, net of refunds paid back. Record one in Finance & team → Finance, or with Mark paid on an order.
If a customer has paid and has no open invoice, the panel says so: that money sits with you as a credit on their account.
A customer billed by two of your companies has a separate position with each. See the statement below.
Send a statement
Section titled “Send a statement”Under the balance, the card offers a statement for a period: a Statement of account for companies outside Ukraine, or a Reconciliation act for a company registered in Ukraine. See Send a statement of account.