Creating a customer, prospect or supplier

The relation wizard creates a customer, prospect or supplier in five steps. You need access to the administration and an active Billnado licence.

Start from the customer, prospect or supplier list and choose Create relation. The selected list preselects the corresponding role. You can still change it in the wizard.

Step 1: Customer type

First choose the legal and VAT situation:

Choice	Use
Private	For a private person without a business or VAT registration. VAT and company numbers are not shown.
Belgian company	For a Belgian business. The country is fixed to Belgium. The company number is required, entered as 0000.000.000, and automatically determines the read-only VAT number.
Foreign company	For a business outside Belgium. The VAT number is required and the national company number is optional. The country starts empty and becomes required when the relation is a customer or supplier.

Step 2: Identity and address

Enter the identity and default address.

Field	Rules
Company number or national company number	For businesses only. A Belgian company number must contain exactly ten digits and is displayed with dots.
VAT number	The tax identifier Billnado uses for VAT checks and business documents. For a Belgian company it is derived from the company number and cannot be edited separately.
Name	The recognisable name under which the relation appears in lists, selections and documents.
Street, House number, Postal code, City, Province, Country	The default address Billnado proposes for the relation on documents and in further processing. For a customer or supplier, street, house number, postal code, city and country must be known; for a prospect-only relation, the address may remain empty. Province provides additional address information.

After a complete Belgian or foreign VAT number is entered, Billnado retrieves data from VIES after a short delay. A valid result shows the registered name and address. Choose Use VIES data to place those values in the form. Always check them; they are saved only when you complete the wizard. An invalid number or failed lookup shows a warning but does not block manual entry.

Step 3: General and other information

First check the roles:

• Customer and Prospect exclude each other: enabling one disables the other.
• Supplier can be used on its own or together with customer or prospect.
• The preselected role comes from the list where you started the wizard.

Use Default VAT code to determine the VAT treatment Billnado proposes on new documents for this relation. Without a selection, no relation-specific preference is applied.

Under Other information, you can enter:

Field	Meaning
Relation language	Language used for communication. The active user's language is preselected and the selection cannot be empty.
Website	The website where you can consult information about the relation or its business.
Tags	Comma-separated labels, for example wholesale, priority. Spaces around tags and empty values are removed when saving.
Comment	Free rich-text field for general notes.
Memo	Free rich-text field for additional or internal notes.

Step 4: Contact information

All parts of this step are optional until you add a row.

Email addresses

Choose Add to record a general email address to which Billnado can send documents for the relation. Once you add a row, enter the address. Invoice, Order, Quotation, Reminder and Work performance determine the document types for which the address is available. New rows have all these choices enabled by default. Only use when no contact person is selected is also enabled by default and gives a selected contact person priority.

Contact persons

Name identifies the contact person, while Position clarifies their role at the relation. Telephone number and Email address record the direct contact channels. Once you add a contact person, enter a name. The document choices mean the same as for a general email address. Always import email address also includes the address when the person was not explicitly selected on the document; this option is off by default.

Telephone numbers and additional addresses

Telephone number records a direct contact channel; Description can clarify its purpose or availability. Additional addresses are alternative locations for deliveries or correspondence and use the same fields as the default address. Once you add a telephone row, enter the number. Remove an unintentionally added row before continuing.

Step 5: Document settings

Setting	Meaning
Automatically create payment reminders	Enabled by default for a new relation and includes the relation in the automatic reminder configuration. Completing the wizard does not send a reminder.
Default payment term	The number of days Billnado proposes between the document date and due date on new documents.
Alternative service for work performances	The service Billnado proposes when you register a work performance for this relation.
Alternative work-performance price	The relation-specific price Billnado proposes for new work performances, with at most three decimal places.
Alternative travel price per kilometre	The relation-specific amount Billnado proposes for each kilometre travelled.

Under Parameters, you can record relation-specific document values as Key and Value pairs. Once you add a parameter, enter both parts.

Choose Create relation to save the data. Billnado automatically assigns a relation number and then opens the detail page. Saving also includes all added email addresses, contact persons, telephone numbers, additional addresses and parameters.

Related documentation

• View customers, prospects and suppliers
• View and edit relation details