Click to display the Accounts - AAttachments screen. You can view the documents that are attached to the debtor. At the same time, you can open and edit a selected document. You can also create and attach new documents for the debtor.
The documents displayed in the Accounts - AAttachments screen include the sales quotation, sales invoice, delivery note, and more.
Show nnotes uupon eentry
Select this check box for the system to display the Notes screen whenever you create the financial transactions and a debtor at the bank/cash, sales or general journals is selected. By default, the system will display the remarks you created at Notes.
Notes
At Notes, you can type additional remarks for the debtor whenever there are other notes that need to be created. Select Show notes uupon eentry check box so that the system will display the notes that you typed whenever you create the financial
CHAP TER 1 | SET TING UP
Note: In the Financial tab, there are some settings that will affect other modules such as Purchase, Sales OOrder, and Invoice.
To ccreate aan aaccount rreceivable uunder tthe FFinancial ttab:
1. Under General, type or select a currency at Currency.
2. At Offset aaccount, type or select a revenue account for the debtor. The selected revenue account is automatically displayed at the sales journal sub line whenever you create the sales journal transactions at the Make ssales eentry screen.
3. Type or select a general ledger account in Debtor aaccount. Normally, the accounts receivable (AR) account is selected. The system will only allow one AR account for the debtor when a sales transaction is created. If you have multiple AR accounts that need to be used, leave Debtor aaccount blank.
4. At Payment ccondition, type or select a default payment condition. The selected payment condition is used in sales or general journal transactions. This also applies to recurring journals. For more details on how to create payment conditions, see 1.6 Payment Conditions.
5. Type or select a default bank account at Bank aaccount. The selected bank account is displayed and used in all the journal transactions. This also applies to all the recurring journals. This is the bank account of the debtor. You can make payment to this bank account, if required.
CHAP TER 1 | SET TING UP
6. Type a credit limit for the debtor at Credit lline. This will be the maximum amount allowed for the debtor to be in debt withyour company. For example, if the credit line entered is 4000 and you entered a sales invoice of 4500, the system will prompt you that the debtor has exceeded the limit by 500. The system will check the credit limit against the Exceeding permitted check box in invoice settings and display a message. For more details, see 1.1 Invoice Settings in the Invoice user guide.
7. Under Reminders, select the Send rreminders check box to allow reminders to be sent to the debtor. Whenever the last reminder printout is sent to the debtor, the system will automatically update the dates at Last rreminder.
8. To categorize the type of scenario the debtor belongs to, select the available option at Scenario. You can make use of this option to categorize the Reminder cchecklist and Reminder lletters. For more details on how to generate reminder checklist and print reminder letters, see 3.4 Credit Management.
9. Click Close in the Accounts-DDebtors-SSimple screen to save the account receivable and to exit. A message "Save the new data?" will be displayed. Click Yes to save the changes.
CHAP TER 1 | SET TING UP
To ccreate aan aaccount rreceivable uunder tthe CContact ttab:
Under the Contact tab, you can create several contacts for your debtor. This is useful if your debtor is a large corporation as it allows you to manage multiple contacts in the corporation. You can save the direct telephone numbers of each contact as well as their personal e-mail addresses or fax numbers. If a particular contact has placed an order, you can link the contact to that order. This way, you will know immediately who to speak to if any changes need to be made.
1. Under the Contacts pperson section, select the status of contact persons at Status to view all the contact persons of this debtor according to the defined status. There are three options which include All, Active, or Inactive.
2. By default, the details of the contact person you have entered in the Contact section under the Basics tab will be displayed as the main contact person of this debtor after you have clicked Save to save the new debtor entry. To add new contact persons for this debtor, click New. Type the details of the contact person such as the contact name, telephone number, fax number, and e-mail address. Next, click Save. To edit the details of an existing contact person, select the contact person and then click Edit. Change the details and then click Save. To delete a contact person, select the contact person and click Delete. You can only delete a contact person who is not the main contact person of the debtor.
3. Depending on the contact person you select in the Contact ppersons section, the Addresses section will display the addresses of the contact person. Click New to insert a new address for the contact person, Edit to edit the selected address, or Delete to remove the selected address.
4. Click Save to save the information of the contact details.
Under the Extra tab, you can enter additional information about the debtor in the extra fields. In the following example, there are four extra fields that allow you to type the account manager of this debtor, the sector which the debtor is operating its business in, the size of the debtor company, as well as the next visitation date for this debtor. Before you can use the extra fields, you must define the extra fields in System/General/Free ffields.