Sage Customer and Supplier defaults: The Guide

What are Sage defaults?

Sage customer and supplier defaults are a set of values under settings. They enable records and transactions to be updated quickly with pre-filled information. By setting up the defaults, you do away with duplicated means of keying in repetitive info when creating new records.

Setting customer defaults in Sage

  1. Select the defaults option.
  2. Choose customer defaults.
  3. In the boxes provided, check or change, if necessary, the following default settings:

Credit Limit

If you set a limit on the amount of credit a customer is entitled to at any one time, you can enter that limit here.

Def. N/C

Enter the Nominal Account Code that you wish to be automatically entered for you when you enter transactions using Batch Invoices and Batch Credits.

Def. Tax Code

Use this drop-down list to select the VAT rate code to be used as the default for transaction items you enter on invoices and credit notes to your customers.Override product tax  code in  invoicingSelect this check box if you want the VAT rate you set here to be used as the default in Product Invoicing, Product Credit Notes, and Sales Orders and not the VAT rates that are set in the product records themselves.


Use this dropdown list to select the currency to be used as the default for your customers.

How to set currency defaults

  1. Select the defaults option.
  2. Choose currency.
  3. Select number 14 and click edit.
  4. Type Kshs. click o.k and close.
Department . Use this dropdown list to choose which department you wish to set as your customer default. The departments in this list were set up using the Departments option from the Defaults menu

How to set up department defaults

  1. Select the defaults option.
  2. Choose departments and  enter: Software and Hardware
  3. Type Kshs or any other name of currency you wish to use. click o.k and close.
  • Picture: Courtesy
Disc % : Enter here the percentage discount that you wish to give this customer.Discount : Select from this drop down list whether or not to apply any additional discount on sales to this customer.Select the AdditionalDiscount. From the Qty Tables provided.  Nb: You will have to design their discount details eg: Invoice from Kshs. 1000 – 0.2 %, 1999 – 0.4%, 2000 – 0.8% etc. Or  you may decide to have No Additional i.e. Don’t apply any extra discount.Quantity Table A to ESelect one of these quantity tables to apply additional discount based on the quantity of products bought.
Invoice Value
Select this additional discount type to apply discount based on the value of the invoice raised.
Pay Due Days
Enter here your usual credit terms, i.e. the number of days that you usually give your customers to pay.
Sett Due Days
You can give your customers a discount for early payment.
Sett. Disc %
If you wish to offer  this customer an early settlement discount, enter the percentage amount in this box.
Key in up to 30 text characters like, `30 Days'.
First  Invoice
This automatically displays the date of the first invoice you sent to this customer.
Analysis 1,2,3
These fields are provided in order to categorise and identify specific types of customers for reporting and analysis purposes.
How to set up Customer Statements Defaults
  1. Choose the Statements tab from the Customer Defaults dialog box.
  2. In the boxes provided, enter the customer statement defaults as described below:
Group Transactions
Select this check box to group together consecutive transactions of  the same type on your statements, i.e. Sales Invoices (SI), Sale Receipt (SR), Pay on Account (SA), Credits Notes (SC) and Discounts (SD).
Outstanding Items Only
Select this check box to show only outstanding transactions on your statements.The following boxes are only applicable if you selected the Group Transactions check box.
Invoice Text
The text entered is printed as the description on the statement alongside each invoice.
Credit Note Text
The text enter ed here is printed as the description on the statement alongside each credit note.
Discount Text
The text entered here is printed as the description on the statement alongside each discount.
Receipt Text
The text you enter  will be printed as the description on your statement alongside each receipt.
  • To save your entries and exit choose the Ok button, or to exit without saving, choose the Cancel button.
Customer Memo defaults
The Memo tab lets you keep readily available notes about each of your customers eg. Under the current customer, mark his account on hold. Then go to the Memo tab and indicate the reason for the account being on hold as Cheque no. 1002 was dishonoured.
 Customer Period Defaults
These are the details for  the aged analysis in terms of days.
Viewing Customer Defaults Activity
Use the Activity option to see at a glance the transactions you have made with each customer.
  1. From the Customers/Supplier window select the customers required and choose the Activity button.
  2. Specify the range of transactions you want displayed by entering an audit trail number range or date range in the boxes provided then choose the OK button.
The Activity window shows the following details about the selected customer:
  • A/C
  • Name
  • Credit Limit
  • Amount Paid
  • Turnover YTD
Balance : This box will display the current amount of money owed by this customer.Each line of the Activity list box represents a single invoice, credit note, payment on account or receipt.
Transaction details
No : Its an audit trail number assigned to each transaction by the program automatically.Tp : The code identifying the type of transaction and will be one of the following:SI = Sales invoice                             PI= Purchase InvoiceSR = Sales receipt                            PP=Purchase PaymentSC = Sales credit note                      PC=Purchase credit noteSD = Discount on a sales receipt   PD=Purchase DiscountSA = Sales receipt on account        PA=Purchase payment on accountDate: Ref: Details: AmountO/S:  This is the total amount outstanding on the account.S (status): The status code shows whether it is part paid by displaying a `p' or remains outstanding by displaying an asterisk (*). When a transaction is part paid, the outstanding amount is shown in the O/S column. When no code is shown, it has been paid in full, or in the case of credit notes, allocated in full.Debit : The total value of the transaction, i.e. the total of all line items within a single transaction.Credit : The total value of the transaction, i.e. the total of all line items within a single transaction.To view another customer's transactions enter that customer's A/C reference in the A/C box or use the Finder button.
  1. To exit the Activity window choose the Close button.
How to view customer/supplier aged balances
  1. Select the customers/supplier required from the Customers/Supplier window list box and choose the Aged Balances button.
  2. Enter the Date you wish to set for the aged balances to be calculated.
  3. If you include transactions that are dated in future months, in the aged balance display select the `Include Future in Balance Check Box' and choose OK button.
  4. The Aged Balances window appears showing for each customer selected, one customer per line, the total of any outstanding invoices grouped by age, where Current is less than 30 days old, 30 days is between 30 and 60 days old, etc.
  5. To see the individual transactions that make up a customers aged balances select the customer from the list and choose the Detailed button.
  6. To exit and return to the Aged Balances window choose the Close button.
Printing Customer Balances
  1. From the Customers window select the customers required and choose the Statement button.
  2. In the From and To boxes, enter the date range required.
  3. From the Layout list box, select the statement layout you require.
  4. Select the type of output you require from the option buttons provided.
  5. Choose the Run button to continue with the Statement printing or Cancel to return to the Customers window without printing.
Choose the Close button to exit and return to the Customers window.
Writing reminders to customers
After creating your customer records you can use the Customers Letter button to write to them, instantly.
  1. From the Customers window list box, choose customers you intend to write to by choosing the Letters button.
  2. From the list displayed select the letter layout template you want to use.
  3. Specify the output you require by selecting one of the Output option buttons.
  4. Choose the Run button to generate your letters.
Printing Customer/ Supplier Reports
  1. From the Customers/Suppliers window list box select the Customers/Supplier required.
  2. Choose the Report button from the Customers/Supplier window toolbar.
  3. Select from the list of reports the report you require.
  4. Indicate the report output you want by selecting one of the option buttons provided: Printer, Preview or File.
  5. Choose the Run button to generate the Report.
Journal Entries
Opening Balances
Every year, new books of accounts are used, and old books are closed at the end of the year. Personal and real accounts balances of old books when recorded in the new year on the first day on new books, the entries are called opening entries.
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