How to Automatically Add Customers and Suppliers to the Chart of Accounts, Link Them to Receivables and Payables, and Why They Cannot Be Subcategorized

Explaining How Customers and Suppliers Are Added and Linked to the Chart of Accounts in Qoyod

In the Qoyod system, customers and suppliers are not added manually within the chart of accounts. Instead, they are added automatically through the Sales and Purchases modules, following a fixed accounting mechanism that cannot be changed.

An Important Principle Before You Start

• There is no separate account for each customer or supplier in the chart of accounts.

• The customer or supplier is treated as a party whose balance is tracked analytically through reports.

• The accounting accounts used are:

  • Receivables for customers

  • Payables for suppliers

And this default linking cannot be changed.

Why Don’t Customers or Suppliers Appear in the Chart of Accounts?

• No visible sub-account is created in the chart of accounts for each customer or supplier.

• The chart of accounts contains only the general accounts:

  • Receivables

  • Payables

• Customers and suppliers fall implicitly under these accounts, with customer and supplier details shown within reports, not through the account tree.

For this reason:

• The customer or supplier name does not appear as a branch (+) under Receivables or Payables.

• And the Receivables or Payables accounts cannot be subdivided.

How Are Customers or Suppliers Actually Added?

Adding a Customer

• From Sales → Customers

• When creating a new customer:

  • They are automatically linked to the Receivables account

  • Without creating a separate account in the tree

Adding a Supplier

• From Purchases → Suppliers

• When creating a new supplier:

  • They are automatically linked to the Payables account

How Are Manual Journal Entries Posted to Customers or Suppliers?

When creating:

• a manual journal entry

you do the following:

• Select the Receivables account (for customers) or Payables account (for suppliers)

• Then you see an option to select the customer or supplier name

This way:

• The entry is posted to the general account

• And the balance is tracked analytically by party within reports, filtered by the required supplier or customer.

Where Can I See the Customer or Supplier Balance?

You can view the customer or supplier balance from several places:

1. From Customers / Suppliers List
   Click View next to the name

2. From Reports → Statement of Account

   • Select the account: Receivables or Payables

   • Filter type: Customers or Suppliers

   • Select the customer or supplier name

3. From Reports → Customer Statement Report

4. From Reports → Trial Balance
   with the option enabled:
   Show Detailed Accounts (Customers, Suppliers, Employees, Fixed Assets)

5. From Customer Aging Reports

Can I Transfer Customers from One Account to Another?

It is absolutely impossible to transfer customers from the Receivables account to another accounting account.

Reason:

• The Receivables account is directly linked to the Sales module

• And it is a system account that does not accept changes or subdivision

Can I Break Down the Customer Balance by Project or Branch?

• You can break down the customer balance by Project only through reports

• Currently, you cannot break down the statement of account by:

  • Branch

  • Location

  • Custom Fields

Alternative Solution

You can:

• Go to Sales → Sales Invoices

• Filter by:

  • Customer

  • Branch or Location

  • or Custom Field

• Then export the results to Excel

What Happens When I Deactivate or Delete a Customer?

• You cannot delete a customer or supplier linked to any transactions

• You can deactivate the customer or supplier

When deactivating:

• All previous transactions remain visible in reports

• The customer or supplier cannot be used in new transactions

Required Permissions to Manage Customers and Suppliers

To manage permissions:

• Settings → Users → Manage Positions

• Edit the required position

• Enable the Create option for:

  • Customers

  • or Suppliers

Important Clarification Points

• The default Receivables or Payables account cannot be changed

• Tracking always occurs:

  • Accountingly on the general account

  • and analytically by party within reports

Common Question Formats:

• Why doesn’t the customer appear in the chart of accounts?

• I want to transfer customers from one account to another

• Where can I see the customer balance?

• How do I generate a customer statement?

• Can I change the Receivables account?

• The customer is deactivated, will their data disappear?

• How do I see customer balances in the trial balance?