What it is
The legal address of the organisation plus the default parameters that are applied automatically when new customers and new documents are created.
This is the key place to set the default tax, payment terms, payment day, payment type and payment method. What is here is what really gets applied across the system.
The module opens as a dialog titled "Billing address" and has two sections: "Registered office" (the location details that will appear on the documents you issue) and "Customer defaults" (the parameters applied automatically to every new customer).
What it is for
- Setting up, in one central place, the billing address that appears on invoices, delivery notes, quotes and the rest of the printed documents.
- Storing the bank account number you get paid into, so that it appears on the invoices.
- Fixing the customer defaults (tax, payment method, payment type, payment terms and payment day) so you do not have to set them up customer by customer.
Registered office
The "Registered office" section. Its subtitle warns that this information will appear on the documents you issue.
| Field (on-screen text) | What it is for |
|---|---|
| Address | Street and number of the billing address. |
| Town | Municipality / city. |
| Postcode | Postcode. |
| County | County / region. |
| Country | Country selector. The empty option is "No default". |
| Account number | IBAN, bank code or another bank account identifier for transfers. It appears on invoices. |
Customer defaults
The "Customer defaults" section. Five selectors that assign the default value whenever any new customer or document is created. Each selector has an empty option, "No default", if you do not want to set anything.
| Selector (on-screen text) | Pulls from | What it does |
|---|---|---|
| Tax | Taxes | The tax applied by default to customers and to the sales lines. |
| Payment method | Payment method | The technical form of the payment (transfer, direct debit, cheque, cash, and so on). |
| Payment type | Payment type | The classification of the payment by arrangement (in advance, on delivery, on credit, and so on). |
| Payment terms | Payment terms | The name of the payment terms recorded in the system (on delivery, 30 days, and so on). |
| Payment day | Payment day | The day or period on which payment is collected (the 10th, the 30th, end of month, and so on). |
How the hierarchy works
| Action | How the value is decided |
|---|---|
| Creating a new customer | It takes the values from here. The user can change them before saving. |
| Creating an invoice / quote / order / delivery note | The customer's value first. If the customer does not have one, it falls back to what is set here. |
Buttons and actions — what each one does
The literal text the user sees in the "Billing address" dialog.
| Button / Control (on-screen text) | What it does |
|---|---|
| Address | The billing address field. Tooltip: "Set a billing address". |
| Town | The town / city field. Tooltip: "Set a town". |
| Postcode | The postcode field. Tooltip: "Set a postcode". |
| County | The county field. Tooltip: "Set a county". |
| Country | The billing country selector. The empty option is "No default". |
| Account number | The bank account field. Tooltip: "Set an account number". |
| Tax | Selector for the default tax for new customers. Empty option "No default". |
| Payment method | Selector for the default payment method. Empty option "No default". |
| Payment type | Selector for the default payment type. Empty option "No default". |
| Payment terms | Selector for the default payment terms. Empty option "No default". |
| Payment day | Selector for the default payment day. Empty option "No default". |
| Cancel | Closes the dialog without saving the changes. |
| Save | Saves the billing address and the default values. It is disabled while you have changed nothing or the form is invalid; it becomes available as soon as there is a valid change. |
The company identity details (Trading name, Legal name, Tax number, Logo, Landline, Mobile, Email, Website address) are not edited here: they live in the "Company" section, separate from this dialog. See Key concepts.
Key concepts
- Registered office: the legal address where the company is registered and which appears on every billing document (invoices, delivery notes, quotes, and so on). It is the address the authorities recognise as the head office. It is also the name of the first section of the dialog.
- Billing address: the full location details (address, town, postcode, county, country) from which tax documents are issued. This module sets it up centrally so that it appears automatically on every printed document.
- Customer defaults: the default parameters applied automatically to each new customer, so you do not have to set the tax, payment method, payment type, payment terms and payment day by hand for every one of them.
- Tax: the tax percentage (VAT, withholding tax, and so on) applied by default on sales documents. It can be overridden per customer.
- Payment method: the technical way the payment is made (bank transfer, direct debit, cheque, cash, and so on).
- Payment type: the classification of the payment by tax or administrative arrangement (in advance, on delivery, on credit, and so on).
- Payment terms: the name of the payment terms recorded in the system.
- Payment day: the day or period set for payment to be made (the 10th, the 30th, end of month, and so on).
- Account number: the company's bank account number (IBAN, bank code or another identifier) used to collect from customers or pay suppliers.
- Legal name: the official legal name of the company as registered with the authorities. It is the one that appears on official documents. It is set in the "Company" section.
- Trading name: the name the company is known by in the market. It may differ from the legal name. It is set in the "Company" section.
- Tax number: the unique identifier before the authorities: the company tax number, the personal tax number, the national ID or the foreign national ID. It is set in the "Company" section.
Permissions
- Requires
bill_edit. The parent component only opens the "Billing address" dialog if the user has this permission.
Frequently asked questions
Q: How do I change the address that appears on my invoices?
A: Open the "Billing address" dialog and, in the "Registered office" section, fill in Address, Town, Postcode, County and Country. Click Save. That information will appear on the documents you issue.
Q: How do I set the default tax?
A: In the "Customer defaults" section, open the Tax selector and choose the one you want (or "No default" to set none). Click Save. From then on, every new customer and document carries it by default.
Q: What is each of the five "Customer defaults" selectors for?
A: Tax sets the default tax; Payment method the technical way you get paid (transfer, direct debit, and so on); Payment type the classification of the payment (in advance, on delivery, and so on); Payment terms the terms recorded in the system; Payment day the day or period of collection. They are all applied automatically to every new customer.
Q: What does "No default" mean in the selectors?
A: It is the empty option. It means no default value is set for that parameter; the customer or document will be created without it until you choose one by hand.
Q: Does the bank account I enter here appear on the invoices?
A: Yes. The Account number field in the "Registered office" section is shown as the payment detail on the invoice.
Q: I changed the default tax. Does it affect existing customers and invoices?
A: No. It only applies to new customers and new documents. Existing records keep what they had.
Q: A customer has a different tax from the default. Which one wins when I invoice them?
A: The customer's one. The hierarchy is: customer → fall back to this configuration.
Q: Why is the "Save" button disabled?
A: The Save button stays disabled while you have not changed anything or the form is invalid. As soon as you make a valid change, it becomes available.
Q: Where do I set my company name, legal name, tax number or logo?
A: Not here. Those details (Trading name, Legal name, Tax number, Logo, Landline, Mobile, Email, Website address) live in the "Company" section, which is separate from this dialog.
Q: How do I close without saving what I touched?
A: Click Cancel. It closes the dialog and discards the changes.
Q: How do I record that an invoice has already been paid?
A: Collecting an invoice is not handled from this settings dialog, but from the payments section or from the invoice itself, depending on your workflow. Find the invoice and check whether it is closed and whether the system lets you change its payment status to mark it as paid. If you cannot find the option, or the invoice will not let you change its status, open a ticket giving the invoice number, the customer, the current status and a screenshot so that your case can be reviewed.