IB SolutionsGlobal

Chapter 6

Customers

6.1 Adding a customer#

  1. People → Customers → “+ Add Customer.”
  2. Fill in Full Name (required) and Phone Number (required).
  3. Customer Code is generated automatically if you leave it blank.
  4. Set a Credit Limit (leave at 0 for a cash-only customer) and, optionally, Email, TIN (for a business customer — see section 12.5), and Address.
  5. Click “Save Customer.”

6.2 The customer detail page#

Shows the customer's current balance and gives you: 📄 Statement, + Deposit, + Opening Debt, Credit Limit, and Edit.

Recording a deposit#

  1. Open the customer, click “+ Deposit.”
  2. Enter the Amount and choose which Deposit to Account it's going into (an active cash, mobile money, or bank account).
  3. Add optional Notes and, if needed, a back-dated Deposit Date.
  4. Check the live “New Balance After Deposit” preview, then click “✓ Confirm Deposit.”

A deposit first pays what the customer owes: their unpaid credit sales and opening debts (section 6.3), oldest first. What's left stays on deposit for later purchases. Editing or deleting a deposit undoes the payments it made.

Adjusting a credit limit#

  1. Open the customer, click “Credit Limit.”
  2. Enter a New Credit Limit (quick preset buttons: 0 / 500 / 1,000 / 2,000 / 5,000 / 10,000) and an optional Reason.
  3. Click “Update Credit Limit.”

6.3 Opening debts#

Money a customer already owed you when you started using IBS is an opening debt. Enter it with the date it has been owed since, and the customer's balance, statement, credit limit, and the Receivables ageing report are right from day one. An opening debt isn't a sale: no stock moves, and it isn't counted as revenue, profit, or tax.

Adding an opening debt#

  1. Open the customer and click “+ Opening Debt.”
  2. Enter the Amount owed and the Owed since date: the date of the old invoice, or when the debt started.
  3. Add an optional Reference (such as the old invoice number) and Notes, and click “Add Opening Debt.”

Importing opening debts#

  1. People → Customers → “📋 Import Opening Debts.”
  2. Click “Download Template” and fill in one row per amount owed: customer (their phone or customer code, or exact name if only one customer has it), amount, and owing_since (YYYY-MM-DD), with optional reference and notes.
  3. Upload the CSV, click “Preview Import →,” check the rows, and confirm.

The customers must already exist, so import them first (section 20.1). Importing the same file twice adds the debts twice.

Paying it off#

  • The customer's page lists each opening debt under Opening Debts, with what's owed, paid, and due. Click “Record Payment” to take a payment by cash, mobile money, bank, or from the customer's unspent deposit.
  • A deposit pays the customer's oldest debts first, opening debts and unpaid credit sales together (section 6.2). If the customer already has an unspent deposit when you add an opening debt, it pays the debt straight away.

Where it shows#

  • The customer's balance and statement, as an “Opening debt” line. It counts toward their credit limit.
  • Receivables (section 19.2), aged from the owed-since date, and the Dashboard's receivables and overdue counts.
  • Customer Transactions (Chapter 16), with the type Opening debt.

Correcting a mistake#

An opening debt entered by mistake can be deleted from the customer's page while nothing has been paid on it.