To create a new debtor account
1. Select a menu path of File Ø New. The following window will be displayed:
2. Enter a value into the Code field. When adding a new client, the debtor code field must only have characters within the range of 0-9, and A-Z (caps and non-caps).
3. Enter a value into the Last Name field.
4. Select the Contacts tab. The following window will be displayed:
5. To create a new contact for the Debtor, select the New button. The following dialogue box will be displayed.
6. Specify the details of the Contact and press the OK button. The updated Contact dialogue box will be displayed as follows:
7. Press the Financials tab. The following window will be displayed:
8. The Credit Limit field is used to enter the limit agreed with your customer and if your customers’ purchases exceed this amount you will receive a warning message to alert you to this situation.
9. The Customer Type field is used to determine what pricing group your customer is in for either hire items or stock items.
10. If you choose C, for instance, then when you come to provide any particular Hire Item the system will display the C price that is held against the Hire Item for that line of the invoice.
11. If the Debtor is tax exempt, you may indicate this using the Tax Exempt checkbox.
12. The Invoices field assigns the Interest Code that the system will use for the Calculate Interest Function from the Transactions menu, to determine the amount of interest that is applicable on Overdue Invoices.
13. The Interest field allows you to assign the Interest Code that the system will use for the Calculate Interest Function from the Transactions menu, to determine the amount of interest that is applicable on Overdue Interest Invoices.
14. The Aging Type pick list allows you to assign an Aging Type. Open item is recommended, as this will show all invoices when making dissections from cashbook. Balance Forward will show a total for each period.
15. The Billing Cycle field is used as a filter to separate certain debtors for reporting and payment purposes. ie 7-day account debtors might have a separate billing cycle than 30-day account debtors that enables you to separate weekly and monthly follow-ups with ease.
16. The Term Type is the default invoicing terms when an invoice is generated for this client. These can be overridden at invoice creation time i.e. when you code an invoice to this customer the default will be a due date in 30 days. If for some reason an invoice had to be paid in 7 Days, the terms can be overridden when you enter that particular invoice into the system.
17. The due date for Accounts Receivable invoices is calculated based on the selected term and invoice date. Users are able to select the new terms criteria in the Financials tab of the client properties in Accounts Receivable.
18. The Invoice Template field is used to nominate the invoice layout that you want to use for this customer.
19. The Ensure an Order Number is entered for this Client’s invoices checkbox Tick this Box if you would like to make sure that an order number is entered for this Client’s Invoices. When processing invoices if the order number is not entered you will not be able to proceed without it.
20. The Special Pricing tab allows you to specify specific pricing by Location with integrated to Inventory. Select the User Defined tab. The following window will be displayed:
21. The User Defined window is used to nominate specific conditions attached to the Debtor. This coding system has been designed to allow you to design and extend the content of the data held in the database. Select the Notes and Other tab. The following window will be displayed:
22. Enter some text pertaining to the Debtor and press the Save button. The following message will be displayed:
