Clients

Summary: the Clients module centralizes who you invoice. Here you record tax data (RNC or ID), default voucher type, credit terms, and assigned sales agent, all ready so that invoices and orders come out correct on the first try.

Reading time: ~5 min

When to use this

Read this article if you need to:

• Register a new client (person or company) before issuing their first invoice.
• Update the RNC, address, or voucher type of an existing client.
• Assign a sales agent or a credit limit.
• Export your client base to CSV to use it outside the system.
• Quickly locate a client using their sequential code.

Before you start

• Your role must have the clients:read, clients:create, or clients:update permissions depending on the action. If the buttons appear disabled, ask the Owner to review your role.
• If you are going to link a sales agent, first create the agent in Sales agents.
• If you work with e-CF, verify that your tax configuration is complete in Administration → Tax.
• To register an advance payment you also need the invoices:register-advance permission. Viewing the credit balance and reprinting its receipt does not require it: being able to view the client's profile is enough.

Step by step

Create a client

1. Enter the module. In the sidebar press Operations → Clients. (screenshot: client list)
2. Press "New client" (top right corner). A form opens with four tabs: Basic, Tax, Credit, and Contact.
3. Basic tab. Fill in the required fields:
   • Name of the client or legal name.
   • Type: Individual or Company.
   • Leave the Active switch on. Notes are internal and never appear on the invoice.
4. Tax tab. Define how the client will be identified before DGII:
   • RNC / ID / Passport - the number as is (example 001-0000000-0).
   • Document type - RNC, ID, Passport, or Other.
   • Default voucher type - defines the e-CF type (E31 Fiscal Credit, E32 Consumer, E33 Debit Note, E44 Special Regime, etc.) that will be used when invoicing this client. When a client has a default type configured, when invoicing the voucher stays fixed and non-editable (see How the default voucher affects invoicing). If you leave it empty, the voucher type is chosen manually on each invoice.
5. Credit tab (optional).
   • Credit limit in cents (RD$ 5,000.00 = 500000). Zero means cash only.
   • Credit terms - reference to a preconfigured term (e.g. 30 days).
   • Alternative margin (%) - overrides your company's default profit margin for this client. It is the margin that Mosce ERP applies over cost to calculate the sale price for this client, and it is especially relevant for Special Regime (E44) clients, where the price is recalculated from cost (see How the default voucher affects invoicing).
   • Default sales agent - the agent the system will preselect on orders and invoices for this client.
6. Contact tab. Email, phone, address, city and province, plus contact person and phone if applicable.
7. Press "Create". If there are errors, the affected tabs are marked in red.

The client code

When you create a client, Mosce ERP automatically assigns a sequential code: the first client of your company receives 001, the second 002, and so on.

• It is automatic - you do not type it and it cannot be edited.
• It is unique per company - each company keeps its own numbering, so two different companies can each have a client 001.
• It is not reused - if you delete a client, their code is not reassigned to another.
• It appears as the first column in the client list and on the client detail sheet.
• You can search for a client by typing their code in the list search box.
• It is included in exports (CSV and XLSX) and you can filter by it in the Export builder.

Use it as a quick, easy-to-remember reference - for example, to locate a client while on the phone, without spelling out their full name.

Edit a client

1. In the list, press the pencil icon in the client's row.
2. Change the necessary fields and press Update.

How the default voucher affects invoicing

The client's default voucher type is not just a suggestion: it governs the document's behavior when selling to them.

• Voucher locked when invoicing. If the client has a default voucher type configured (of any type, not only Special Regime), when invoicing an order or collecting at the point of sale the voucher selector appears fixed and non-editable, with the note "Set by the client". To issue another voucher type, first edit the client and change (or clear) their default type. If the client does not have a default type, the selector stays editable as usual.
• Special Regime (E44) client. When the default voucher is E44 - Special Regime, in addition to locking the voucher, all document lines become ITBIS-exempt (total ITBIS at RD$0) and the unit price is recalculated from cost using the client's alternative margin. This happens on orders, quotations, and point of sale. The calculation detail and the reason for the exemption are in ITBIS and other taxes → Special Regime (E44).

View financial history

Open the client from the list (click on the row). You will see a Financial summary card with:

• Total invoiced
• Total paid
• Outstanding balance

These amounts consolidate all of the client's invoices and collections.

Customer credit balance

When a client has money in their favor, the profile shows a Credit balance card with the net amount available, alongside the financial summary cards. Below it, a history lists one row per source: number (SAF-0001), where it came from, how much is left, and when. A client with no balance sees the screen exactly as before.

The credit balance arises from a refund left in the client's favor instead of handed back in cash (see Returns and refunds), or from an advance payment the client hands over before buying (see Register an advance payment below). It is spent by paying an invoice, from the oldest source to the newest, automatically (see Payments and payment methods). The customer statement, on screen and in PDF, no longer ignores what the business owes the client.

The credit balance reduces consumed credit, but does not grant credit authorization. A client who left money with the business recovers that room to buy on credit. But a client with a credit limit of zero remains cash-only, no matter how large their credit balance is: the available amount never goes past the limit you set in the Credit tab.

Register an advance payment

Next to the credit balance, the client profile has an action to register an advance payment: money the client leaves on account before buying, with no sale behind it.

1. Press Register advance payment on the client's profile.
2. Enter the amount and how it was received: cash, card, transfer, or cheque. You cannot register an advance payment with a credit balance or a credit note, for the obvious reason that no new money would come in.
3. If it is in cash, choose the register. The money physically enters a drawer and has to be counted in that shift's reconciliation. Transfer, card, or cheque do not ask for a register.
4. Confirm.

The advance payment is recorded as a customer credit balance and behaves like any other: it shows on the client's profile, is spent from the oldest source to the newest, and reduces what the client owes. It gets its own number (SAF-0001), and you can hand the client a printable receipt from the balance history. The receipt can be reprinted whenever needed.

An archived client cannot have a new advance payment registered. Any balance they already had stays visible and spendable; what is not allowed is creating a new one on a retired profile.

Registering an advance payment requires the invoices:register-advance permission ("Register Advance Payment"), which does not come by default on the Cashier role: grant it from Settings › Roles and ask the user to sign in again. Reprinting the receipt does not require that permission, because reprinting is not collecting again.

The advance payment receipt is not an invoice. It is not a tax document, it does not support the purchase of goods or services, it does not include ITBIS, and it does not generate fiscal credit - the receipt itself states this in a box at the top. The invoice is issued later, when the client actually buys something: the advance payment is money on account, not a sale. It is not a credit note either: a credit note corrects a sale that existed, and an advance payment is received when there is not one yet. That is why the receipt is a counter ticket, with no full-page version - this is deliberate: a formal sheet with a large logo and a highlighted amount is exactly what a client reads as an invoice.

You cannot cancel or refund an advance payment today. If one was registered by mistake or the client changes their mind, there is no operation in the application that reverses it.

Export to CSV

Press Export CSV in the list header. A clients-YYYY-MM-DD.csv file with all your active clients is downloaded.

Note: bulk import by CSV is not available for clients in this version. For large loads contact support.

Delete a client

Press the trash icon in the row. Confirmation is requested. Deletion is logical (soft delete): the record is hidden but preserved for the historical integrity of past invoices.

Expected result

• The client appears in the Clients list.
• When creating an invoice or order, the system preselects their voucher type, sales agent, and terms according to what you configured.
• On the client detail you can see at a glance how much they invoiced, how much they paid, and how much they owe.
• If the client has a credit balance, you see it on their card with the history by source, and that balance reduces consumed credit without extending their limit.

Common errors

Related

• Sales agents
• Invoices
• Quotations
• ITBIS and other taxes - Special Regime (E44) and how the exemption is calculated.
• Returns and refunds - how the credit balance arises from a refund.
• Payments and payment methods - how the credit balance is spent when collecting.
• Cash register - a cash advance payment adds to the shift reconciliation.
• Users, roles and permissions - credit balance and advance payment permissions.