Schedule Debtor appointments

To schedule debtor appointments:

1.If the Calendar is not automatically displayed, click on the Calendar (Action ribbon).

2.Select the day and a time slot to schedule the debtor (customer / client) appointment and right-click on a time slot. 

3.On the context menu, select the “Add Event...” option. The “Untitled – Event” screen will be displayed.

projects-calendar-invoices-debtor-appointment

4.On the “Untitled Event” screen, enter and / or select the following:

a)Subject - Leave blank. This will automatically be filled in with the debtor (customer / client) account code, description and salesperson when selecting it.

b)Category – Select any of the 6 categories of Debtor appointments. 

calendar-event-categories

c)Debtor - Select a debtor customer account.

d)Projects - Empty is the default project. Select a Project from the list.

e)Location - Optional. You may select the address of the debtor account.

f)Salesperson- Select a salesperson. 

g)All day event - Leave blank. 

h)Start time - This is the date and time as selected on the Calendar from where the “Untitled - Event” screen was launched. If this date is not correct, you may select the correct date. Enter or select the time slot, if not correct.

i)End time - Enter the time expected to finish the project.

j)Appointment recurrence - The default is "None". 

k)Repeat until - Field disabled. If any other option than “None” on the “Appointment recurrence” field is selected, you may select or enter a date.

l)Reminder - You may activate it and set the “Minutes”, “Hours” or “Days” to remind you in advance to process invoices for hours. 

m)Notes - You may enter notes below the “Reminder” section of the “Event” screen.   

This additional information will be displayed in the “Notes” column on the Appointment tab for the debtor (customer / client) account (Debtors on the Action ribbon).

5.Click on the OK button.

The Subject in the Titlebar will display the debtor (customer / client) account code and name, the name of the salesperson as well as the Project code and description.

6.Click on the OK button to register and save the “Debtor appointment” event.

Create Invoices for Debtor appointments 

Once the Debtor appointment is scheduled, you may create an invoice.

To process invoices for debtor appointments:

1.If the Calendar is not automatically displayed, click on the Calendar (Action ribbon).

2.Select the day and a time slot in which any of the 6 categories for debtor (customer / client) appointments is scheduled, and right-click. 

projects-calendar-create-invoices-menu

3.On the context menu, select the “Create Invoice” option. A new “Invoice” screen for the selected debtor (customer / client) will be displayed.

projects-calendar-create-invoices-entry

4.Select the Project from the list in the “Projects” field. 

5.Enter a reference in the “Your reference” field.  

The reference number is added to projects and is useful when searching for a specific document or a project. 

6.Check and edit the messages in the “Message” field, if necessary.

7.Edit the rest of the fields as necessary, if required.

8.Select the “Stock item” and check the rest of the fields. 

Additional information may be added to stock items on documents:

Remarks – Add remarks on the + icon before the stock item. 

CommentsF9:Comment to add comments to a stock item. 

9.Click OK to close and save the Invoice. The Invoice will be added to the Documents tab of the “Project” screen.