Accounts list

For sales, purchasing and admin staff · ~4 min read

Accounts is the one list of every company you deal with — customers and suppliers together. From here you search for a company and open its Account 360 — the single screen with everything about them.

Figure 1 — the Accounts list. Customers and suppliers share one list; the Type pill on each row tells them apart. Select any row to open that account’s 360. (Illustration from the design prototype — the companies shown are examples.)

Find an account

Figure 2 — the toolbar. Everything here narrows the list; the counts update as you go.

• All / Customers / Suppliers — switch between everyone, just the companies you sell to, or just the ones you buy from. Each segment shows its count.
• Search — matches any part of the company name, code, contact name, email, phone number, address or suburb.
• Group chips — select one or more customer groups to narrow the list. The most-used groups appear as chips; More groups opens the full list with a type-to-filter box.
• Include archived — off by default. Turn it on to include accounts you’ve archived; they appear greyed with an Archived tag.

Figure 3 — More groups. Tick as many groups as you like; clearing every tick shows all groups again.

Can't find someone?

Check three things: the type switch isn’t narrowed to the wrong side, no group chips are still selected, and Include archived is on if they may have been archived. If a search comes back empty, the Clear all filters link resets search, groups and type in one go.

Reading the list

• Company — the account name. Archived accounts are greyed with an Archived tag.
• Contact — the main person, with a +n when there are more people on the account.
• Email / Mobile / Phone — live links. Selecting one starts an email or call without opening the row.
• Outstanding / In progress — what they owe you and the value of their open orders.
• Type — Customer (orange) or Supplier (blue).
• Status — Active or Archived.

Column headings sort the list — select once for ascending, again to flip.

A dash (—) in a value column means there’s nothing to show; a dash in every money cell means you don’t have permission to see money — see below.

Money columns and permissions

The Outstanding and In progress figures for customers need the Customers permission, and supplier balances need the Suppliers permission. Without the permission the rows still appear, but the money shows as — and a note in the list footer explains why. Ask your administrator if you need access.

Create a contact

1. Select New contact.
2. The type defaults to whatever the list is filtered to — viewing Suppliers and selecting New contact starts a supplier.
3. Enter the code and name — these identify the account everywhere else in BUZ — then the group and contact details.
4. Save.

Codes are worth thinking about

The account code appears on documents and in exports, and changing it later is disruptive. Agree a convention before you add many.

Export

Export downloads the accounts currently listed to Excel — it respects your search and filters. Filter to what you want first, then export.

Import

Import brings accounts in from an Excel file (.xlsx).

1. Filter and Export first — the exported file is the right shape to work from.
2. Add or edit rows in Excel.
3. Select Import and choose your file.
4. Check the result, then spot-check a few records in the list.

Import writes to live data

Importing changes real records straight away. Try a handful of rows before importing a large file, and keep a copy of the original export so you can see what changed.

See also

• Account 360 — everything about one account
• Suppliers — how supplier accounts work in this list