Table of Contents
Introduction
Clients and suppliers in Indigo Business are managed across several tabs, each designed to store specific types of information. The available tabs are:
Account details
Contacts
Addresses
Sales options (only visible for clients)
Purchase options (only visible for suppliers)
This article walks you through the above tabs and their fields, giving you a clearer understanding of where information is stored and how it’s used.
🗂️ Account Details tab
This tab is built to hold the core information about the client or supplier. It's divided into three sections, two of which are collapsible:
Top section: contains the most basic and initial details of the record.
Main Contact (collapsible): contains the details about the primary person responsible for communication. There can only be one main contact.
Main Address (collapsible): contains the details about the primary location associated with the account.
Below is a short description of the fields each one contains. Click on the collapsible titles to expand them.
Top Section
Top Section
Account Type: indicates if the record is a client, supplier or both.
Code
Code
This is made of two parts: an automated one and a manual one. You can set them up in Settings & Pref. > Company Settings > Additional Settings.
BusinessAccountCodeLenght: specify how many initial characters you can insert manually.
BusinessAccountCodeAutomatedLenght: specify the maximum number of characters the system can automatically generate for the remaining part of the code, after the manual characters.
Name: the name of the client/supplier. ⚠️ If the name already exists, the system will warn you but you can still save the record.
Currency: the default currency in which the client/supplier operates.
VAT Reg. (dropdown + text field): the client/supplier's VAT number provided by the tax authorities. It usually starts with the country code, like 'MT', followed by numbers. ⚠️ If the VAT registration number already exists, the system will warn you but you can still save the record.
Company registration / ID: the unique client/supplier company registration number used for contracts, compliance, and formal documentation.
Alias / Known as: usually an internal alternative name or nickname for the client/supplier.
Website: the record's official website URL.
Phone number: the client/supplier's phone number (e.g. reception line)
Main Contact
Main Contact
Title: the main contact’s formal title (e.g., Mr., Ms., Dr.)
Name: the main contact’s first name.
Surname: the main contact’s last name.
Job title: the main contact’s role for the client/supplier entity (e.g. secretary)
Email: the main contact’s email address.
Mobile number: the main contact’s mobile phone number.
Phone number: an alternative or office-based contact number.
Main Address
Main Address
Street address line 1: the main part of the address, such as street name and building number.
Street address line 2: more details like apartment, suite, unit, or floor number
City/Town: the city or town where the client/supplier is based.
Region/Province/State: the region, province or state the client/supplier is based
Post code: the postal or ZIP code for the address.
Country: the country in which the client/supplier operates or is registered.
👥 Contacts tab
This tab lists all other people linked to the client/supplier. Find a description of its sections and fields in the collapsible titles below.
Top Section
Top Section
Title: the contact’s formal title (e.g. Mr, Ms, Dr).
Name: the contact’s first name.
Surname: the contact’s last name.
Job Title: the contact’s role for the client/supplier entity (e.g. secretary).
Email: the contact’s email address.
Mobile Number
Mobile Number
Here you can enter the contact’s mobile phone number. You can set it to be mandatory by enabling the setting BusinessAccountContactMobileMandatory in Settings & Pref. > Company Settings.
Phone Number: an alternative or office-based contact number.
Hide Additional Details link:
Email Recipient Mode: decide if the person is the direct email recipient (To), the secondary (CC) or a discreet observer (BCC) who’s kept in the loop without others knowing.
Email Doc Type: tick which documents the contact is meant to receive. E.g. Statements, Sales Documents, Receipts and Remittances.
Linked In: the contact's Linked In professional profile link.
Facebook: the contact's Facebook professional profile link.
Toggle the Main Contact switch on to make the record a main contact. The details in Account Details > Main Contact will be updated accordingly after saving.
Grid
Grid
Once you click on Save in the top section, the contact will appear in the bottom grid. The current main contact will be tagged in green under the Contact column.
📍 Addresses tab
This tab can store additional addresses beyond the main one (e.g. Delivery/shipping address, branch locations).
Top section
Top section
Street address line 1: the main part of the address, such as street name and building number.
Street address line 2: more details like apartment, suite, unit, or floor number.
Region/Province/State: the region, province or state the client/supplier is based.
Post code: the postal or ZIP code for the address.
City/Town: the city or town where the client/supplier is based.
Country: the country in which the client/supplier operates or is registered.
Address print preview: shows a print preview of the full address entered.
Show additional details: click to show more fields, such as:
Use this address when printing: use it to choose which printed document you want to show the address you are recording.
Use the Main Address and Delivery Address switches to mark the address accordingly. Main address will be used as default when printing, unless another address has a document type set. ☝️
Grid
Grid
After saving an address, it will show in the bottom grid of the Addresses tab.
The main address is tagged in green in the Main column, while delivery addresses are tagged in orange in the Delivery column.
💰 Sales and Purchase Options tabs
The Sales Options and Purchase Options tabs are separate tabs, but they include mostly the same fields. To avoid repetition, shared field descriptions are documented once below. Any differences specific to sales or purchases are noted where applicable.
Shared Sales and Purchase Fields
Default VAT: the default VAT rate applicable to this client's or supplier's transactions.
Discount %: the default discount % applicable to this client's or supplier's transactions.
Default nominal account: the default income/expense account used for postings when issuing transactions.
Default bank account: the default bank account where you'll receive (sales) or issue (purchases) payments.
BIC: the Bank Identifier Code for the client's or supplier's bank.
Account Number: the client's or supplier's bank account number.
IBAN: the client's or supplier's IBAN number.
Useful for direct debits or reimbursements.
Posting message 1 and 2: optional message to be added to postings.
Print main contact details (checkbox): include the client's or supplier's main contact details in printable documents (invoice, receipt, etc.).
Shared Credit Fields
Shared Credit Fields
The date the invoice payment is due is calculated based on the following formula: Invoice date + Credit Days + Credit Term.
Below is a description of the credit-related fields, with examples for applied credit terms:
Credit days: the number of days allowed to delay payment starting from the invoice date.
Credit terms: terms to apply on top of credit days to compute the expected invoice pay date.
Beginning of Next Month: e.g. Invoice date = 01/01/25; Credit Days = 32; Due date = 01/01/25 + 32 days = 02/02 + credit term = 01/03/25.
End of Month: e.g. Invoice date = 01/01/25; Credit Days = 32; Due date = 01/01/25 + 32 days = 02/02 + credit term = 28/02/25.
Exactly By Days: e.g. Invoice date = 14/01/25; Credit Days = 5; Due date = 01/01/25 + 5 days = 19/01 + credit term = 19/01/2025.
Keep Day of Month: e.g. Invoice date = 01/01/25; Credit Days = 40; Due date = 01/01/25 + 40 days = 10/02 + credit term = 01/02/25.
Credit limit: the maximum unpaid amount allowed at any time
Sales Options Fields
Block sales (checkbox): prevents sales invoice postings for this client.
Purchase Options Fields
Block Purchases (checkbox): prevents purchase invoice postings for this supplier.
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