Customer Forum

How to Import customer credit payment days for Invoicing

Sam (Workbooks Online) Posted: 2017-08-15 11:40

By default, Workbooks will populate the ‘Payment Due Date’ of an Invoice with the same date as the Invoice Date. However, it is possible to set a Credit Limit on a Customer, including the number of days credit that the customer is allowed. This will then change what the ‘Payment Due Date’ defaults to; for example, if the number of days credit is 30 days, the ‘Payment Due Date’ will default to 30 days after the Invoice Date.

Where can I find this information?

This information can be found from the Own Org Customer Relationship record from an Organisation. Open the relevant Customer’s Organisation record, and within the ‘Own Organisation Relationships’ grid, select the Relationship titled “is a customer of My Organisation”. 

This then opens the Relationship record, in which you can see a section called “Customer Agreement Settings”.

By checking the “Apply a credit limit” box, the “Number of days credit” will become editable. You can select an option from the picklist, or enter your own value. Please note, you should only enter a number and no text, else Workbooks won’t recognise the value and the Invoice Payment Due Date will not get set correctly.

If you have more than a handful of Customers to apply these settings to, then you may want to do this via an import.
NOTE: this import will create new Customer relationships rather than updating existing ones.

Importing Credit Information.

This is possible by extending an Organisation Import to the Customer Relationship:

Create a CSV file that contains the Organisation Name or Organisation Reference as well as their Credit Information. 

2. From Start > Import, create a New Organisations Import.
3. In Stage 3 - Define Field Mappings, map the Organisation Name as required and then extend the import to the Customer Relationship:

4. Map the fields for “Credit Limit” and “Credit Limit Days” accordingly.
5. Open the Workbooks Field “Credit limit enabled” and set Mapping Type to “Fixed Value” and “Fixed Value” to “TRUE”.

6. In Stage 4, set the Import Mode to “Only update existing records” and use Organisation name as your Unique Identifier.

This will create the Customer Relationship, including the Credit Limit: