| **Search** | Searches all the divisions either by code or description. |
| **Add** | Allows to create a new division |
| **Edit** | Allows changes on the existing division |
| **Division Tab** | Shows a list of all divisions |
| **Region Tab** | shows a list of regions |
| **Status Tab** | Shows Status of something in the process. |
| **Invoice Group Tab** | Invoice Groups |
| **Sales Map Tab** | shows movement of transaction in the divisions. |
if you have different branches, you could use Division as a means to distinguish transactions from one branch versus another
Or if you wish to differentiate your Clients by account terms, you could use billing Group Property To add debtors/customers additional properties go to: **Debtors Module> Configuration> Add Debtor Properties** [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/Vr4image.png) 1. Click on the Tab related to the respective Property you decided to use 2. Click Add Button 3. Enter a Code 4. Enter a Description 5. Click Save and Close or Save and New to add another option [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/ju0image.png) Once you have added all the required options, you can click on another Tab, eg. Region and add the required option in a similar manner Should you now wish to set default Divisions and Regions against the debtors, you can go to the Debtor Setup and edit the respective Debtor ** Configuration> Debtors Setup>** Enter the Debtor code or name Click Search Edit the Debtor Setup Click the Division Drop Down Arrow Select the required Division this debtor is to be allocated to Do the same with Region..You do not need to use multiple of the properties. Should you choose, to only use one of the properties, this is fine
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/0QSimage.png) Click Save and Close This now sets the default properties on this debtor and when capturing transactions, the user does not need to remember to select the Division/ Region When you capture a transaction, invoice as an example, you will note the Division/ Region automatically is populated [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/UP0image.png) These filtering options can also be used to filter reportsYou can generate the Debtors Age Analysis for only these filters
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/c9aimage.png) # Category Setup To be able to select a category from debtor setup or to update debtors import the category needs to be created first This is where the category is created To add or edit a category go to: **Debtors module> Configuration> Add. Debtor Properties> Category Tab** Click the Category Tab [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/bgeimage.png) Click Add (To create a new Category) [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/Gajimage.png)| **Code** | Enter a Category Code |
| **Description** | Enter a Category Description |
| **Code** | Enter invoice group code |
| **Description** | Enter invoice group description |
| **Invoice Group** | Select the relevant Invoice group category This can also be found under the Invoice Group Tab |
| **Stock Item** | This is the service line item which is shown on the lines of the invoice |
| **Sales Account** | Insert the relevant sales ledger account |
| **Invoice line detail** | Check the invoice lines and then check on the Sales Item Mapping section to see if you have matches. If not, you will need to setup |
| **Related Transactions** | When this occurs one must check the invoice line details |
| **Income statement (Financial Performance) reports** | Run the report and print to screen |
If you have amounts in the Revenue – Unallocated GL ledger, it means there are sales mappings missing
Therefore, the system will default to the default GL Links setup account.Check the details of the invoices that make up the Revenue – Unallocated by clicking on the name to get the details.
You will now see all the invoices that make up the value of the sales revenue posting. Now click on the Reference line of one of the invoices to see the details of the invoice Go and check the following information on the invoice **Invoice Group + Service Code = GL Account (Sales Mapping setup)** Go and check the Sales Item Mapping grid to see if the Map exists, if not create a new one. Once mapping is setup, next import or manual invoice will follow the sales item mapping rule.Existing Revenue – unallocated posting in books. You must clear this account with a General Ledger Journal and allocate the values to the relevant Sales Revenue accounts.
One needs to check on a monthly basis that this account does not have any values. # Billing Group Allows you to group and identify certain invoices in order to run and analyse information later. **Debtors Module> Add. Debtors Properties> Billing Group Tab> Add/Edit** [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/W9zimage.png)| **Code** | Enter a billing group code |
| **Description** | Enter billing Group description |
The input in the Division, Region, Status and Category fields is always the respective field code, not the description on the field setup. (this is the code on the setup above)
Once the file has been compiled, save the file as a CSV (comma Delimited) file Upload Process: Log onto the company **Go to Debtors Module> Configuration> Debtor Setup** [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/eZ0image.png) Click on the Import Tab dropdown arrow Select “Import Additional Properties” [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/QcKimage.png) Search for the file that you saved earlier Click Upload [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/Oxwimage.png) The below Message will be displayed (assuming the import file is correctly formatted) .png) Click OK Click Import .png) The system will verify the details on your file, e.g. All account codes exist, and all category codes exist If all is OK, the file will be imported and all respective debtor accounts updated accordingly. If errors are received, these will be listed. Make the necessary corrections on your import file and resave the file Then retry the import as per the above process # Credit Reason To be able to select a credit reason on credit notes credit reasons applicable to your business needs to be created first To add or edit a credit reason go to: **Debtors module> Configuration> Add. Debtor Properties> Credit Reason** Click the tab Credit Reason [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/lKiimage.png) Click Add to create a new Credit Reason Enter a Code and Description Click Save and close or, Save and New to add another Credit reason [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/zh7image.png) Once all reasons have been setup, this will allow the user to select the applicable reason for the credit note when capturing a credit note. [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/fktimage.png) # Shipping Terms To be able to select shipping terms on sales documents, the respective options need to be setup To add or edit a shipping term go to: **Debtors module> Configuration> Add. Debtor Properties** Click the tab Shipping Terms [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/hroimage.png) Click Add To create a new Shipping term Enter a Code and Description Click Save and Close or, Save and New to add another Shipping Term [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/aHnimage.png) if you have a particular shipping term that us used majority of the time, you can set this term as a default. The default shipping term will then pre-populate on sales documents The shipping term is found on sales documents > Shipping tab [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/XP4image.png) # Shipping Methods To be able to select shipping methods on sales documents, the respective options need to be setup To add or edit a shipping methods go to: **Debtors module> Configuration> Add. Debtor Properties** Click the tab Shipping Methods [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/28Iimage.png) Click Add To create a new Shipping Method Enter a Code and Description Click Save and Close or, Save and New to add another Shipping Method [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/yjZimage.png) The shipping method is found on sales documents > Shipping tab Click the Details button [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/p7Jimage.png) # Payment Terms Debtors will typically have account terms such as COD, 30 days, 60 days etc. for accounts to be settled. There are however instances where you may wish to allow an exception to these terms and apply special payment terms for specific purchases or you may have certain pre-defined custom terms. in such cases you can use the payment terms option. To add or edit payment terms go to: **Debtors module> Configuration> Add. Debtor Properties> Payment Terms** Click the tab Payment Terms [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/MLIimage.png) Click Add (To create a new Category) Enter a Code and Description Click Save and close or,