Customers - create them with their tax details by country (RUC, NIT, RFC and more)

Applies to Invu POS 6.10.1 and the Admin Panel. Labels are shown as they appear when the POS and the panel are in English. If the invoice of an already closed order was rejected because of the customer's data, see "My electronic invoice is pending or was rejected".

Most important: the Client Type decides how the invoice is issued. To invoice a company in its own name, choose Legal Company (in Mexico, Moral) and fill in its tax ID. The extra tax fields for El Salvador, Costa Rica and Mexico can only be entered on the POS.

1. Create a customer on the POS

From an order (the customer is attached to the order):

1. Tap the order header. Order Information opens.
2. Tap the customer row (<No customer added> if it has none yet).
3. In the Clients list, search first in case they already exist. If not, tap + (New Client).
4. Choose the Client Type, fill in the details and tap Done.

You can also create customers without an order with the + icon in the main screen's top bar (next to the magnifying glass). If it asks for a PIN, use one from an employee allowed to create or add customers.

Fields:

• Required: Client Type, Name and Lastname. For Legal Company the last name is hidden: enter the company name in Name.
• ID: the field's name changes by country and type (see the table). Changing the type clears the ID you typed.
• Second box (DV or NRC): digits only, no dashes.
• Email, phone, address, Zip code (used by Mexico's invoice), birthday, client group and Credit Limit (only when creating).

2. Data by country

• The Foreigner type uses Passport as its document.
• The POS does not check the format of RUC, NIT, RFC or DUI: if it is wrong, the provider or the tax authority rejects it when invoicing.

3. Search before creating and avoid duplicates

• In the Clients list, type the name, ID or phone in Search Client. It searches the customers saved on the device.
• The POS does not let you create a customer whose ID, email or phone belongs to another customer: it shows Identification is already registered (or email, or phone). Choose the existing customer from the list. If the email or phone is generic, leave it empty.
• Tax registry lookup: if your register invoices with Digifact (Panama, El Salvador, Guatemala, Dominican Republic, Costa Rica) or with HKA in Peru, tap the magnifying glass, choose the type, enter the ID and tap Done. If the registry finds it, the customer is created with its name and DV or NRC. Then check the Client Type, because it is created as a Legal Company.
• If a customer was created without an ID, the system assigns a code starting with CL. The invoice treats it as having no ID: edit it and enter the real document.

4. Customers in the Admin Panel

1. Go to Customers and create a customer.
2. Choose the Taxpayer Type, enter the ID and, if shown, the DV or NRC.
3. First Names is the only required field.

• The panel does not have Economic Activity, Tax regime, CFDI use, Departamento/Municipio or Tax Withholding: enter them on the POS (Edit in the customer's info). Editing the customer in the panel does not erase them.
• The panel does not allow repeating First Names + Last Names. If a customer with the same RUC already exists, it only lets you create another "branch" of that customer with a different email.
• To see on the POS the customers created or edited in the panel: press and hold the Invu logo and choose Update Clients.
• You can import and export customers with the mass import/export button.

5. Credit and deposits

1. In the panel, on the customer's record, set the Credit Limit or check Unlimited Credit?
2. On the POS, attach the customer to the order and charge with your business's personal account payment method. It needs internet to check the balance.
3. To record a customer's payment: on the POS, sell an item of type Abono (choose the customer and enter the reference), or in the panel use the add-deposit button on the customer's record.

• If the available balance is not enough, the POS shows Insufficient balance.
• What each customer owes is shown in Reports > Reports 2.1 > Finance > Accounts Receivable (Customers) and on the customer's record (PDF download for the account statement).
• An Abono item is not invoiced electronically; an Abono Fiscal item is.

Common problems

• The invoice went to a final consumer even though the customer has a RUC (Panama). The type is not Legal Company or the DV is missing.
• "Verification digit isn't valid". Enter the DV or NRC with digits only.
• Colombia: "Enter the … must contain only numbers". Enter the cédula or NIT without dots or dashes; the DV goes in the second box.
• A customer created in the panel does not appear on the POS. Run Update Clients.
• "You must select a customer". Your business has the mandatory customer setting on: attach a customer before charging.
• "No customer selected" when charging to a personal account. Attach the customer before charging.
• Peru: I chose Factura and got a Boleta. The customer has a DNI or no document; for a Factura use a Legal Company customer with a RUC.