Debtor - Account

Debtor - Account

Menu Selection: Document - Debtor - Account

Purpose

To establish the relationships in the database between a key for a debtor's account and the name and address and other data associated with the trading entity in question, or to edit debtor's data already established in the database.

Prerequisites

This document provides the facility for the initial creation or editing of a debtor's account details. There are no mandatory prerequisites, but the Category, Sales Exec and Turnover Class fields are search only and refer to data that should be pre-defined. See Parameters - Categories, Parameters - SalesExecs and Parameters - Turnover Classes.

Context

The Debtor’s Account Maintenance screen is divided in two sections by a black line. The data above the line is stored in Name & Address records. The data below the line corresponds to the actual debtors account, which will only be created when these fields are filled with non-blanked information.

The Debtor’s Account selection gives provision for a Delivery address with its corresponding Name & Address key. This key is used to specify delivery details automatically in the Sales Order process.

Hint: multiple delivery addresses are conveniently administered using a key convention as follows - for example if the company name is ABC Trading Pty Ltd, the head office or billing address might be keyed as ABCTRA. If there are a number of sites or branches for delivery, such as Windsor, Toowong and Newmarket the keys would be entered as ABCTRAWIN, ABCTRATOO, ABCTRANEW respectively. When the main address is selected as the customer in a sales order, click with the right mouse button on the delivery field. This will pop up a list of available delivery addresses.

About This Screen

Field	Enterable?	Instructions
Key	Yes	Type in the new debtor's key. The Lennox recommended convention is to use the first three characters of the customer’s name, followed by another three characters from the second word, e.g.: Lennox Computer would have LENCOM for its key.
Name	Yes	For the delivery key, type in an extra three characters to denote the branch if appropriate, e.g.: Lennox Computer delivery key at Coolum, a key would be LENCOMCOO.
Name	Yes	Type in the customer’s name.
Address, Street, Suburb, State, Post Code	Yes	Type in the customer’s address.
Contact	Yes	Type in the name of the contact for the customer.
Phone	Yes	Type in the customer's telephone number with area code.
Fax	Yes	Type in the customer's facsimile number with area code.
Mobile	Yes	Type in the customer's mobile phone number.
e Mail	Yes	Type in the customer's email address.
Terms	Yes	Type in the terms of payment offered to the customer eg: 30 days.
Settlement	Yes	Type in the settlement discount, expressed in percentage form, if applicable.
Credit Limit	Yes	Type in the limit of this customer’s borrowings.
Tax Cert	Yes	Type in the Sales Tax Number. This field is obsolete, since the introduction of GST, and is kept here for historical purposes only.
Sales Exec	Yes	Type in the Sales Exec code responsible for this customer.
Carrier	Yes	Carrier company
Shipping	Yes	Shipping Instructions
Category	Yes	Type the category this customer belongs to.
Category2	Yes	Type the secondary category this customer belongs to.
Category3	Yes	Type in the tertiary category this customer belongs to.
Use Cat2 Address	Yes	Show the category 2 name and address on the sales tax invoice
Delivery	Yes	Type in the key of the Name & Address for delivery.
Name	Yes	Type in the customer’s name.
Address, Street, Suburb, State, Post Code	Yes	Type in the customer's delivery address.
Contact	Yes	Type in the name of the contact for the customer.
Phone	Yes	Type in the customer's telephone number with area code.
Fax	Yes	Type in the customer's facsimile number with area code.
Mobile	Yes	Type in the customer's mobile phone number.
e Mail	Yes	Type in the customer's email address
Price Number	Yes	This field is used to set the price number to be used for this customer. This number corresponds to the Selling Price code in the Product Master Record. This setting will force this specific price code to default when processing a sales order for this customer.
Discount Rate	Yes	Type in the discount rate, expressed in percentage form, if applicable. This discount is applied during the order entry stage. It can be overridden during order entry.
Prompt Terms	Yes	Type in this field to specify the days set for prompt payment.
Prompt Discount	Yes	Type in the appropriate prompt discount percentage.
Start Date	Yes	Type in the date that the customer first ordered through your organisation.
Bank, BSB, Bank Account	Yes	Type in the Bank, B.S.B. Bank Account Bank Name, Branch Number and Bank Account Number for use in the Debtors - Receipt document.
Direct To Bank	Yes	Tick this field if the customer deposits money directly to your bank account.
Stop Credit	Yes	Tick this field if you want to stop credit for this customer. When this is ticked, no sales orders can be proceeded for this customer.
Exempt	Yes	Click the left mouse button to check this box if the customer is not required to pay GST on sales eg: export sales.
Password	Yes	Type in a password for the customer so that they can shop using Active Server. If this password field is blank, they will not be able to place orders through Active Server.
Next Order	Yes	This field identifies the next order number, which increments as the sales orders are processed.
Turnover Class	Yes	Type in the turnover class that the debtor belongs to. This can be established automatically by running Reports - Debtors - Classify By Turnover.
Text	Yes	Type in notes about this debtor. These notes only appear here. There are also notes stored in the Name and Address Master Record.
Product Discount Section
Field	Enterable?	Instructions
Product	Yes	Type in the product key (or click the right mouse button) and select the key from the list.
Product Description	No	Displays the description of the product.
Percent	Yes	Enter in the discount percentage that applies to this product. Use this field or the Price field, but not both.
Price	Yes	Enter in the price that should be displayed for this product. Use this field or the Price field, but not both.

Transaction Processing

Button	Description
Enquire	Select a debtor, then click the Enquire button (with the left mouse button). This will then take you to the General Ledger - Enquiry document, to view recent transactions. If more a more extended history is desired, use the General Ledger - Ledger Detail report.

From Here

Once the new debtor has been established in the database you are then able to do a Sales Order, Enquire or modify the information in the Debtor Account screen.