Customers, suppliers and staff are one record · presentation 3 of 5 · for the whole-system operator — you run the books Read the transcript · Back to the series

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Customers, suppliers and staff are one record · presentation 3 of 5

One record, one control account, decided once

You can name the field that picks the receivable or payable account on every document for an entity…

One field, every document

Step 1 — Find the field that picks the account

You will know what the AR/AP type on a master record is for.

Screen capture pending the demo tenant

Customer Maintenance, the Main tab, with the AR/AP Type drop-down open on its seven values

Step 2 — Learn when the value is chosen

You will know the rule that surprises people.

Where this step sits

    flowchart TD
  s1["1. Find the field that picks the…"]
  s2["2. Learn when the value is chosen"]
  s3["3. See what that costs"]
  s4["4. Know where it is read from"]
  s5["5. Understand the two ways this fails"]
  s6["6. Check your own records in two…"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  s5 --> s6
  classDef here fill:#1e40af,stroke:#1e40af,color:#ffffff,font-weight:bold;
  class s2 here;

Step 3 — See what that costs

You will know what the previous step actually does to your ledger.

What you do

Tick supplier on it later and every purchase invoice you raise on it still…

Where the number comes from

Step 4 — Know where it is read from

You will know that this is read live, not frozen.

Where this step sits

    flowchart TD
  s1["1. Find the field that picks the…"]
  s2["2. Learn when the value is chosen"]
  s3["3. See what that costs"]
  s4["4. Know where it is read from"]
  s5["5. Understand the two ways this fails"]
  s6["6. Check your own records in two…"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  s5 --> s6
  classDef here fill:#1e40af,stroke:#1e40af,color:#ffffff,font-weight:bold;
  class s4 here;

Step 5 — Understand the two ways this fails

You will recognise both failure shapes.

What this step names

If the value resolves to a code the posting company has no…
Finalising refuses with an error naming that code — loud
Immediate
Company-wide rather than about this one customer

What success looks like

Step 6 — Check your own records in two minutes

You will have a check you can run today.