How To: Link Customers
Table Of Contents
If you deal with a group of customers whose invoices and statements are managed by a central head office (HQ), you can link those customer accounts together in Khaos Control.
Linking customers allows:
- A consolidated statement to be produced for the head office.
- Payments to be entered against the head office account.
- Head office payments to be allocated across multiple linked customer accounts.
- Centralised credit control and account management.
This is particularly useful for organisations with multiple branches, sites or departments that operate under a single accounts department.
Before You Start
Important: All linked customers must use the same currency.
For example, customers trading in Euros can be linked together, provided your system has been configured to support Euro transactions.
Link Customer Accounts to a Head Office
- Open a Customer screen using (show me how).
- Find and load the customer account that will act as the parent account, for example the head office.
- Open the [ Customer | Detail | Statement ] tab.
- Click the Customer Payment Linking button.
- In the Customer Payment Linking window, right-click within the grid and select Link Customer(s).
- The Customer Lookup window will open. Find and select the customer accounts you want to link to the head office account.
- Double-click each customer to add them to the list.
- Once all required customers have been added, click OK to save the links and close the window.
What Happens After Linking?
Once customers have been linked:
- Statements are produced and sent to the head office account rather than the individual child accounts.
- Payments can be entered against the head office account.
- Payments can be allocated across invoices belonging to any linked customer account.
- Customer balances can be managed centrally.
Additional Information
Accessing the Head Office Account
When viewing the [ Customer | Detail | Statement ] tab for a linked child company, a button is available above the statement grid that allows you to open the linked head office account directly.
Existing Transactions
If you create a link after transactions have already been posted to the child account, you may need to transfer those transactions to the head office account.
Use:
This option transfers statement transactions from one or more linked child companies to the head office account.
To use this feature:
- Select the required child companies from the company list.
- Choose Transfer Transactions / Balance to HQ Company.
- Complete the transfer process.
This option is generally only required when linking customers after transactions already exist.
Important Notes
- Statements are sent to the parent (HQ) account, not the linked child accounts.
- All linked customers must use the same currency.
- Euro customer accounts can be linked provided your system is configured for Euro transactions.
- Customer records that have been linked using the Customer Payment Linking feature cannot be merged using the standard customer merge process.
For more information, see: