Bookkeeping / Bookkeeping Academy / Computers and Tech

Setup a Single customer account with delivery addresses for each shop

Nilsson Denver's avatarPosted by

Example

Customer accounts

You have a customer who has 4 shops. With your accounts software you have setup 1 customer account, and 4 delivery addresses.

A/c Code Shop Name
SHO01 Shop Head Office
Addresses
Shop 1 address
Shop 2 address
Shop 3 address
Shop 4 address

January transactions

In January each shop was invoiced for €200 worth of goods. In February a payment was received from the shops head office for €800. To enter this into the accounts software, the payment was entered in full and allocated against the relevant sales invoice in each account.

Shop Head Office Account

Date Transaction Amount Balance
1 Jan 23 Sales Invoice 200.00 200.00
2 Jan 23 Sales Invoice 200.00 400.00
5 Jan 23 Sales Invoice 200.00 600.00
8 Jan 23 Sales Invoice 200.00 800.00
1 Feb 23 Customer payment -800.00 0.00

February transactions

In February, Shop 4 returned €190 worth of goods as they were not selling in the shop. A credit note for €190 was issued to Shop 4.

In February Shops 1 to 3 were each invoiced for a further €100 worth of goods.

On 1st March, the customer paid €110.

Customer Ledger card

Date Transaction Amount Balance
2 Feb 23 Sales Invoice 100.00 100.00
2 Feb 23 Sales Invoice 100.00 200.00
9 Feb 23 Sales Invoice 100.00 300.00
12 Feb 23 Sales Credit Note -190.00 110.00
1 Mar 23 Customer payment -110.00 0.00

Disadvantages

  • Multiple sales reps cannot be assigned to delivery addresses
  • Analysis by sales rep cannot be done if more than one sales rep is assigned

Advantages

  • A group customer statement can be sent, but it is not broken down by shop
  • Customer payments and credit notes can be easily allocated

Other options