Selecting the customer on an invoice

Every invoice must be linked to a customer (the party being charged). Usystems provides a search and selection interface to find the right customer quickly, whether by name, contact ID, or other identifying information.

Before you start

• Your customer must already be created in the system. If the customer does not exist, you will need to add them to Contacts → Customers first.
• You should know the customer's name or ID.

Steps

1. Go to Invoices → New Invoice Open in Usystems

2. Look for the Customer field near the top of the invoice form.

3. Click on the customer lookup box. A search interface will appear.

4. Type the customer's name, ID, or a recognizable part of their information (e.g., a phone number or city).

5. The system will show matching customers. Click the correct customer to select them.

6. The customer's name, address, and default payment terms (if any) will populate the invoice header.

7. Proceed with adding line items and other invoice details.

Accounting impact

Selecting a customer determines:

• The accounts receivable account used (if you have multiple AR accounts per currency or business unit, the customer's default currency or billing address may affect this).
• The invoice's ownership and the ledger that records the transaction.
• Any default payment terms or pricing overrides linked to that customer.

Tips & common mistakes

• Create missing customers first. If you cannot find the customer you're looking for, exit the invoice and create them in Contacts → Customers first. Then start a new invoice.
• Check the spelling. If the customer's name has alternate spellings (e.g., "Mohammad" vs. "Mohammed"), try different variations in the search box.
• Walk-in sales. If you're selling to an unnamed customer, some businesses use a generic "Walk-in" contact. Check with your administrator on how your company handles anonymous sales.
• Confirm the address. Once the customer is selected, review their address and billing details on the invoice to make sure it's the right location for this sale.