Debtor Accounts Edit Screen

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To Launch the Debtor Edit Form:

1.If you do not find a debtor customer / client account, you may add it by clicking on the New button. It will launch the blank debtor (customer / client) account with the next account number (i.e. D00006, etc.). You only need to enter the Name and save it. The rest of the fields are optional, but it is recommended that you fill in as much details as possible.

The following six (6) screens (tabs) displays additional useful information to manage debtor (customer / client) accounts:

Appointments - Any events or appointments have been scheduled in the Input - Calendar menu for that debtor (customer / client) account will be listed.

Documents - Any sales documents (Quotes, Invoices and Credit Notes) that have been processed for that debtor (customer / client) account will be listed.

Transactions - Any Debit and Credit transactions have been processed for that debtor (customer / client) account will be listed.

Bank Accounts – This is used for the Bank Import Plugin.

Backorders – This tab will list all backorders for the debtor (customer / client) account.

Stock Items – This tab will list all the posted as well as unposted documents (i.e. invoices, credit notes and quotes) for the selected debtor (customer / client) account.

Plugins (e.g. Price Agreements and Subscriptions), which may be purchased separately will be added as tabs on debtor (customer / client) accounts. These will be dealt with in separate documentation.

2.Enter and / or select the following options:

a)Debtor Code - It is automatically generated.

The Debtor Code is automatically generated when you click on the New button. It is prefixed with a D, followed by 5 numeric characters. You may overtype this with your own to suit your specific requirements.

If you have created a Set of Books (Advanced option), and have set the Account code to:

4-digits, you may enter a 7-digit Account code (a prefix followed by 6 characters).

5-digits, you may enter a 8-digit Account code (a prefix followed by 7 characters).

6-digits, you may enter a 9-digit Account code (a prefix followed by 8 characters).

7-digits, you may enter a 10-digit Account code (a prefix followed by 9 characters).

8-digits, you may enter a 11-digit Account code (a prefix followed by 10 characters).

b)Name - Enter the name (description) for the debtor (customer / client).

c)Address - Enter up to 3 address lines.

d)Postal Code - Enter the postal code or zip code.

e)Country - You may select the Country from the list, if necessary.

f)Phone 1 - Enter the phone number.

g)Phone 2 - Enter the phone number, if available.

h)Fax - Enter the fax number, if available.

i)Website - Enter the website address, if available.

j)E-mail - Enter the e-mail address, if available.

k)Tax Reference - If debtor (customer / client) are exempt from tax, or registered for VAT/GST/Sales Tax, that tax reference should be entered in this field.

l)Company Reg. No. - Enter, if available.

m)Contact Person - Select a Contact Person from the list.

If no Contact Person is available, you need create it on the Contacts tab.

n)Salesperson - Select the salesperson for the debtor (customer / client) account. All salespersons, if created in the Setup  →  System parameters  →  Salespersons menu (or Setup  →  System parameters  →  Groups (Salespersons) menu), will be listed.

If you are not generating sales documents (Quotes, Invoices, Credit Notes or Point-of-Sales Invoices), you may leave this blank.

o)Debtor Group 1 / 2 - The Reporting group to which you wish this debtor (customer / client) to be allocated.

The description of Debtor Group 1 and / or 2 you have entered on the Reporting Group Name field on the Debtor Groups tab on the Setup  →  System parameters  →  Groups menu may be reflected on this screen.

p)Language - Not implemented. The list of language files as maintained in the Tools  →  Customise Language menu will be listed.

3.Click on the Delivery Address tab and / or Accounting Information tab to enter additional information, select settings and accounting terms.

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