How to add an account and set payment terms

An account is one business you sell to wholesale. Every account lives on Wholesale › Accounts, also reached from the Accounts button on Wholesale › Orders. The page is titled Wholesale accounts and lists each one with its Name, Buyer, Rep, Terms and Last ordered.

Start at What is wholesale? for how accounts and orders fit together.

Before you start

Adding, editing and archiving accounts needs Edit wholesale accounts on Settings › Permissions. Seeing them needs View wholesale accounts, and opening any wholesale page needs View wholesale orders. All three start at lead.

Your workspace may use its own word for accounts; Settings › Terminology shows both.

How do you add an account?

1. Go to Wholesale › Accounts and press New account.
2. In New wholesale account, type the Account name. It is the only box you have to fill.
3. Fill in whatever else you know, listed below.
4. Press Create account. The account's own page opens.

What do you fill in?

• Account name, Account number and Currency (a 3-letter code, such as USD).
• Payment terms (days) and Default order type (No default, Prebook or At once).
• Credit limit, in the account's currency, and Standing discount % (for reference).
• Under Buyer: Buyer name, Buyer email and Buyer phone.
• Under Rep: the person on your team who looks after them, or No rep assigned.
• AP contact email, Website, Address and Notes.

Set the currency before the first order. Each order takes the account's currency at the moment you create it.

Which fields do real work?

Two of them drive what happens to the money.

• Payment terms (days) gives every invoice its due date. Thirty days shows as Net 30 on the list and the account page. With no terms, an issued invoice gets no due date and the order reads No terms agreed.
• AP contact email is where Send to buyer emails an issued invoice, as a PDF and a CSV. It is often a different person from the buyer. Fill it in before you send, or sending stops with "This account has no accounts-payable email address." See How to invoice a wholesale order and record payment.

Rep shows in the Rep column, so anyone can see who to ask about a store. Default order type is recorded on the account's Terms card as how they usually buy; choose the Order type on each order as you write it.

What if the name is already taken?

Account names have to be unique, ignoring capital letters and spaces at either end. The form names the account that already has the name, as a link.

If that account is archived, the form also offers Restore it instead, which brings the old account back with its history rather than starting a second one.

What is the standing discount for?

Reference only. It is recorded on the account and never applied to a line price, and both the form and the account page say so: the page shows it as Standing discount (reference only).

Enter the prices you are actually charging on each order line. The discount is a note about the relationship, not a calculation.

How do you find accounts that have gone quiet?

Use the filters above the list: All, Gone quiet (last order more than 60 days ago) and Never ordered.

The list puts the account that ordered longest ago at the top and never-ordered accounts at the end, marked Never ordered. When a pro shop that ordered every season goes quiet, call them before you assume they have stopped. See How to find overdue invoices and quiet accounts.

What is on an account's page?

Two cards, Buyer & rep and Terms, with Last ordered (or Never) at the foot of Terms. Any notes show in a Notes card. Below them, Order history lists every order the account has placed, open or finished.

While the account has no orders, Write one opens a new order with the account already picked. After that, write their orders from New order on Wholesale › Orders.

The page also carries Related, Decisions and Activity, so you can link records, comment, and record why you agreed something. "We gave them 60-day terms because they take the full size run" belongs there. See What are decisions and track records?.

How do you edit an account?

Press Edit at the top of its page. The same form opens, titled Edit and the account's name. Change what you need and press Save.

How do you stop selling to one?

Press Archive on its page and confirm. The account leaves the Wholesale accounts list and the account picker on New order, and its order history stays intact.

To bring it back, open one of its orders and click the account name in the order's heading. The account page shows an Archived label and a Restore button. Typing the same name into New account also works, through Restore it instead.

Why does a rep show as a dash?

Either nobody is assigned, or the person who was assigned is no longer active in the workspace. Both read the same way.

Reassign the account to somebody current with Edit, so the Rep column names who to ask.