Setting Up Customer-Specific Payment Details for Documents 

Merchanter allows you to configure specific payment details that will automatically appear on your customers' documentation, such as invoices, statements, or order confirmations. This is particularly useful if different customers pay into different bank accounts, or if you trade in multiple currencies and need to display the correct account details for each transaction.

The system works by searching for payment details in a defined order of priority. It first looks for payment details set up specifically for the customer that match the transaction currency. If it doesn't find these, it then checks for customer-specific payment details without a currency. Next, it looks for ledger-level details matching the order's currency, and finally falls back to the default payment details for your main ledger. This layered approach ensures the most relevant payment information is always presented.

Before You Begin

This guide assumes the underlying system microflow (SUB_GetInvoicePaymentDetail) is already present in your Merchanter instance. This should be the case for most systems.

Setting Up Default Bank Details

This step allows you to set up different bank account details for different currencies. For example, a Euro account for Euro transactions and a Sterling account for UK transactions.

Before assigning specific details to customers, you should first establish your standard bank account information. A separate guide, How to add Bank Details to an Invoice document is available to help you configure the default bank details that appear on your documents.

Configuring Customer-Specific Bank Details

If a particular customer needs to use different payment details than your standard currency setup (e.g., they pay into a specific holding account), you will need to set up customer-specific bank account details.

Navigate to Settings - Financial Settings - Bank Details

To create a new set of bank details, click the New button in the top left of the screen.

In the pop-up that opens, complete the following fields,

• Name: An internal name to identify this set of bank details
• Text: The bank account details and any other information you wish to appear on customer documents (account number, sort code, bank name, reference details, etc.)

Once you are happy with the details, click the Save button in the bottom right corner of the window.

Adding Currency Variants

If the customer sometimes pays in different currencies and those payments need to go to different accounts, you can add currency variants to the bank details:

Highlight the bank details record you just created.

A new Variants window will open beneath the details.

Click the New currency variant button, 

In the new window:

• Select the relevant currency from the Currency dropdown
• Enter the corresponding bank account information in the text box

Once all the information is filled in, click Save.

Repeat this process for as many currency variants as required.

Assigning payment details to the customer.

There are two methods for assigning bank details to customer records.

Individual Customer Assignment

Ensure you are logged in with a user role that can edit customer records.

Search for and open the customer record you wish to configure.

Click the Edit button.

Scroll down to the Account Information section.

Locate the Bank Details for Invoicing dropdown field.

Select the appropriate bank details from the list. A preview of the details will appear to the right of the field to help confirm your selection.

Click Save to apply your changes.

Bulk Assignment Using Customer Bulk Editor

You can also add the bank details to multiple customers at once with the customer bulk editor. 

From the main menu, navigate to Contacts → Customer.

Use filters to narrow the customer list, then multi-select the customers you wish to update.

Click the Edit Selected button.

In the bulk editor pop-up window, scroll down to the Bank Details dropdown.

Select the correct bank details for your bulk change.

Complete the security verification prompt.

Click the Apply Changes button.

Please Note: Bulk changes cannot be undone, though all changes are recorded in the system timeline for audit purposes.

Managing Bank Detail Records

Editing and Deleting

• To modify existing bank details, select the record and click the Edit button.
• To remove bank details entirely, use the Delete button. Please note that you must clear all customer associations before deleting a bank details record—currency variants can be deleted freely.

Removing Customer Associations

There are two ways to clear bank details from customer records:

Directly from the Customer Record:

• Search for and open the customer record.
• Click Edit and navigate to the bank details field.
• Clear the selection and save.

Using Bulk Removal from the customer bank details area:

Navigate to Settings → Financial Settings → Bank Details.

Select the relevant bank details record.

Click the List Customers button.

A window opens showing all customers currently assigned these bank details.

You can:

• Use filters to narrow the list
• Multi-select specific customers and click Clear Selected
• Click Clear All to remove the details from all customers at once

Click Close once you have made your changes.

You could also use the bulk editor to change the details but the bulk editor cannot clear a field.

Including the Bank Details on documents

Once your configuration is complete, you must ensure your document templates are set up to display the bank account information.

When you generate a document for a customer, the system automatically determines which payment details to include by following this priority order:

• Customer-Specific (Currency-Matched): It first checks if there are specific payment details assigned directly to that customer with a currency variant matching the order's currency.
• Customer-Specific (No Currency): If no currency-matched details are found, it checks for customer-specific bank details without a currency.
• Ledger Default Currency: If no customer details are found, the system falls back to the ledger-level bank details that match the order's currency.
• Ledger Default: If no currency match exists at the ledger level, Merchanter uses the default payment details for your main ledger.

For the bank details to appear on your documents, you must include the microflow SUB_GetInvoicePaymentDetail in the relevant position on your document template. More detailed guidance on document setup is available elsewhere in this Knowledge Base, or you may wish to contact our support team for additional assistance.

Examples

Customer with Standard Bank Details

A customer has been assigned standard bank details for Barclays with no currency variants. as long as their order is not in Euro or Dollars, their documentation will display the customer bank details.

Customer with US Dollar-Specific Bank Details

A customer regularly places orders in US Dollars and needs payments to go to a dedicated Dollar account. You have assigned them a bank details record containing a US Dollar currency variant. When they place an order in Dollars, the system identifies the currency-matched variant and displays the correct Dollar account details on their documentation.

No Customer-Specific Details
A new customer has not been assigned any specific bank details. Their order is placed in Sterling. The system checks for ledger-level bank details matching GDP, finds none, and falls back to the default ledger bank details.

Testing Your Configuration

Merchanter includes a testing tool to help you verify that the correct payment details will be applied to customer documents before you generate them.

Navigate to Settings → Sales Order Settings → Invoice Payment Details.

In the bottom right corner of the window, click the Test button.

A window opens displaying a list of invoices organised by customer.

Find the specific customer you wish to test.

Select or highlight the customer record.

Click the Get Payment Detail button.

An information window will appear showing exactly which bank account details would be presented to that customer's documentation based on your current configuration.

This testing tool allows you to validate your setup and troubleshoot any issues before documents are issued to customers.

In Conclusion

Setting up customer-specific payment details in Merchanter gives you precise control over the financial information displayed on your customer documents. Whether you need to direct payments to different accounts based on currency, accommodate special customer arrangements, or maintain a simple default setup, the system's layered priority approach ensures the right details appear every time.

By following the steps outlined in this guide, you can:

• Create bank detail records with currency variants to support multi-currency transactions
• Assign specific payment details to individual customers or apply them in bulk
• Test your configuration before documents go live
• Maintain clean records through effective management tools

The flexibility of this system means you can start with a simple default setup and gradually introduce complexity as your business grows—adding currency variants, customer-specific arrangements, or new document types when the need arises.

Should you encounter any difficulties during setup, or if your requirements extend beyond the standard configuration, the Merchanter support team is available to provide additional guidance. With everything correctly configured, your team can generate documents with confidence, knowing that every customer receives the correct payment information without manual intervention.

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