This guide covers the creation of a new customer in the system. Step-by-step instructions include the customer's basic information, billing address details, office details, and e-invoicing information.
To begin creating a new customer go to: Sales > Customers > New customer,
or via the "Create new" menu:
or
After this, the following screen will appear:
When creating a new customer, there are only two system-required information: Name and Business ID (if corporate customer). In practice, however, you must also enter the Customer's Address, Zip Code, and Post Office (Note: Invoices can only be printed locally if this information is missing).
Basic data (1)
Name - Customer name. The field below the name field is for extension of the name. The customer name field retrieves information from YTJ. If the company is found there, the information is automatically updated based on YTJ.
Customer Code - Defining the code is optional, but if the client information is updated from a csv-file, then the code is a required data (cursor). We recommend using the code. By default, the program offers the next available number, but this can be overwritten if desired. The customer code can also include letters. Automatic customer code retrieval supports codes under 10 characters. The invoice form itself can accommodate about 20 characters, depending on the width of the number. The e-invoice message accepts a maximum of 35-character customer code. The interface and view allow a maximum of 50-character customer code.
Business ID - Customer’s Business ID. In the case of a Private Customer, check the box Private Customer. If you select this, you cannot enter the business ID. In the case of a foreign customer, here you put the customer’s VAT number, ensuring the country code is at the beginning and no hyphen before the last character - e.g., FI12345678. If a foreign customer does not have a VAT number, another organization or company ID can be used in place of the business ID.
"Find data"
The Business ID link provides access to the YTJ (The Business Information System) website. The customer information can be retrieved directly from YTJ by entering the desired business ID and pressing the "Find data" button. Currently, business ID search works for the following company forms: limited liability company, housing cooperative, and cooperative. We are retrieving information from YTJ by using the interface and so far only these company forms are available.
Customer Group - The customer's customer group is selected here.
Organization unit number (if the information differs from the company ID). To this field, you may add some customer-specific information that must be passed on to the recipient via e-invoice material. For example, factory number or other fixed information required by the recipient. The information in this field goes to the BuyerOrganizationUnitNumber tag in Finvoice data. You should not enter the customer's e-invoice address in the field.
Show more -selection reveals more fields:
Tax processing
Processing according to the customer's billing country group: The country information selected for the customer automatically determines the tax processing. Finland - Domestic processing, EU - Community processing (if there is information in the Business ID field > VAT0%, if private customer > VAT% behind the product), Non-EU > VAT0%).
No VAT processing: All customer sales are by default VAT0%
Domestic construction service tax processing: Construction service tax processing is used in customer sales.
Domestic VAT processing: Domestic VAT processing is used for the customer regardless of the country.
Invoicing address (2)
Address - Customer's billing address.
Postcode and city - The ZIP code and location of the customer's billing address.
Country - This is a decisive information for the default accounts of invoices formed for the customer and VAT processing. The system uses the customer's default country sales account and processes VAT according to the country information (domestic, EU, and non-EU).
E-mail invoicing address - Customer's e-mail billing address. This field is not required if email invoicing is not used. If you want to send the invoice to two different email addresses, the addresses must be separated by a semicolon.
For electronic invoicing, all fields (except the e-mail billing address field) must be completed. Below the address field is an address extension field.
Office (3)
Name - The name of the office.
Address - Customer shipping address.
Postcode and city - The customer's postal code and location.
If location information is needed, all fields must be filled in (electronic invoicing is prevented if the information is incomplete!).
E-invoicing data (4)
E-Invoicing Address - This field displays the customer's e-invoicing address. The view also suggests available e-invoicing addresses, e-invoicing address information is retrieved from the Maventa interface.
E-invoice operator - Select the correct operator from the list.
If the e-invoice address deviates from the normal IBAN or OVT format, a notification of an incorrect address will be given. By ticking "Skip checking of e-invoice address when saving data", the check is bypassed and the e-invoice address field can be entered in the desired format. In this case, you should always check that the address is correct. After saving the data, the tick from this section is removed.
"Create customer" - The customer information entered is saved.
"Create customer and invoice" - The customer information entered is saved and at the same time the new sales invoice input function is opened for that customer.
Instructions for the created customer card can be found on the customer listing page.
Keywords: New customer, customer creation, Business ID, customer information, billing address, e-invoicing
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