Debtors Setup Menu

• Debtor Search
• Customer Enquiry
• Debtor Functions
• Import Drop Down Button
• Print Export Drop Down
• Debtors Setup Import
• Add Debtor
• Debtors Setup Functions
• Standard Drop Down
• Recurring Debtors Invoice Setup
• Recurring Update Default Contact Person for Emailing
• Linked Brands
• Branch Link Process
• Debtors ERROR saving
• Debtors created date

Debtor Search

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Debtors / Customer Module> Configuration> Debtors / Customer Setup

The Debtors or Customer setup is essential and serves as a centralised repository for all relevant debtor or customer data.

In the Debtor setup search, you will see two search tabs

Basic Search tab	If you know the code of the Debtor or Customer or part of it you can search here
Custom Search tab	If you have setup custom fields in your debtor or customer setup, you can search for the items in this area.

If you leave the basic search blank, it will bring up all debtors or customer codes which will be sorted in debtor or customer code order alphabetically. 

System Buttons

Search button allows a user to search using the Basic Search Tab and Custom Search Tab

Basic Search tab, if the debtor’s code in the basic search Tab or debtor’s name is left blank, this will bring back all the debtors listed in the system sorted alphabetically. If the cursor is placed on name at the column head, this will sort the names A-Z or Z-A as preferred.

The Navigation Ribbon is used to action the following functions:

Search Button	The search function will return Debtors or customer records based on the search criteria entered.
Add Button	Allows you to create a Debtor or Customer
Edit Button	Allows you to make changes to an existing debtor or customer
Delete Button	Allows you to delete an existing debtor or customer
Clone	Duplicate an existing debtor or customer
Create a Reminder	Allows you to create reminders
Debtor Enquiry	Allows you to detailed sales of a customer or debtor
Functions Drop Down	Has a list of functions that you can compete against a debtor or customer
Import Dropdown	Allows user to import debtor or customer details
Print Dropdown	Allows you to print your debtors in PDF or download an excel sheet of customers or debtors details
Export/ Export Drop Down	Allows you to import or export debtors or customer details

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Search Tab Option

Custom Search tab, Custom search searches according to the category selection on the drop-down arrow and the system will bring back all that is selected on the category.

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Expand button

To show more search filter criteria or Contract button to show less search filter criteria

Click on Expand button

Contract button

Debtors Code	Search on Debtors code or part of the code
Order By	Select the Order you would like your report by Code, Description
Search	Filter by Debtors, Prospects or and opportunities
Contact name	Debtors main Contact Person
Division	If you have set up divisions for your debtors, you can pull the report for all your debtors or you can select a specific Division from the drop-down menu.
Region	You can pull the report for all your debtors, or you can select a specific Region from the drop-down menu if you have set up Regions for your debtors.
Account manager	Shows the person who is responsible for this account

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Add Button

To create a new Debtor/ Customer you need to click on the Add Button

Add Debtor buttons

Code	Create a unique code for this debtor
Name	Name of the Company
Trading As	Name the company is trading under
Short Name	Shortened version of the name
Commission	Shows who gets commission on sales for this Debtor
Contacts	Shows all Contacts associated with this Debtor
Print/Email Statement	Shows if the Debtor would like their statement Emailed or Posted
Active	Shows if this Debtor is active or inactive if not ticked
Sync to Mobile	Shows on the mobile app if this is part of your package
Debtors image	Shows the Company Logo which you will find if added to Attachments
Debtor Type	Shows if this Debtor is an Opportunity, Prospect, or can be promoted to an active Debtor

Customer Enquiry

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The customer inquiry window allows you to view the customer at a quick glance Information on invoices in payments.

This can be accessed at the customer setup or if you edit the customer, you will also see this button.

Customer Since	Date the customer was opened
Last Invoice Date	Last invoice date
Last Invoice Amount	Last Invoice amount excluding Tax
Last Payment Date	Last payment date
Last Payment Amount	Last payment amount
Average Days to Payment	The system adds all the days between the Invoice Date and the payment date then divides the total by the number of payments.
Highest Invoice Amount	Highest invoice amount
Highest AR Balance	Highest last Age Analysis balance
Credit Limit	Credit limit allocated

Debtor Functions

Functions Drop Down

Debtors Module> Configuration> Debtor Setup> Functions Drop Down

This drop down defines actions against a Debtor or Customer

Create Sales Lead	Allows you to easily create a sales lead from a debtor or customer screen if they want more business or services without having to recapture all information that already exists within the system.
Alerts	Set up an alert for a customer in the system
Target	Allows you to set monthly targets for the year
Time Logging Budget	Allows you to setup time logging budget
Contracts	Allows you to view maintenance contracts
View Recurring Transactions	Allows you to set and view recurring transactions
Mobile Sync Activate All	Allows you to activate mobile sync on all debtors
Mobile Sync Deactivate All	Allows you to deactivate mobile sync on all debtors
Change to Prospect	Allows you to change a debtor/ customer to a prospect
Change to Opportunity	Allows you to change a debtor/ customer to an opportunity
Update Debtors	Allows you to update debtors/ customer properties

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Create Sales Lead

Sometimes your debtors or customers switch to sales leads when there is a change in their interest or want more business from you. The button helps with easily changing the debtor/ customer to a sales lead without having to recapture information that already exists within the system.  Creating a sales lead also helps with marketing and sales efforts effectively to maximise revenue and maintain a well-organised debtor/ customer database. 

When the sales lead button is selected from the functions drop down the create sales lead screen will pop-up

You need to click yes to create a sales lead 

 When you click yes it will take you directly to the created sales Lead

Should you want to capture other details on the sales lead screen go to Sales Lead Process

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Alert

You can create alerts on the system that will notify you when a new client is adding a new document or editing a document for a debtor/ customer.

Alert Number	After clicking save the alert number will be generated by the system
Source Type	Select a debtor/ customer type on the drop down
Document Type	Select the document type on the drop down This is where you indicate where you want the alert to be
Debtor	Select debtor/ customer on the drop down
Target User	Enter the user that should receive the alert when adding or editing a debtor/ customer document
Reference	A note that will assist you to recall what the alert
Notes	A detailed note to remind you why you put the alert
Date Time Created	Date and time will be generated by the system after you click save
Action On	This is when should the system send you and alert.  When adding or deleting something on the selected source and document type
Name	The name of the person adding the alert
Active	Put a tick on if alert is active and do not put tick if the alert is not active

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Targets 

Managing debtor/ customer budgets within Huge ERP system is crucial for maintaining healthy cash flow, reducing the risk of bad debt and ensuring that the debtor/customer credit policies are consistently enforced. It allows you to strike a balance between extending credit to debtors/ customers and minimising financial risk.

Period	This reflects the month of budget
Start Date	The start date of the targeted budget
End Date	The end date of the targeted budget
Amount	The budgeted Amount
Actual Amount	The actual amount made in that period
Variance Amount	The budget amount minus the actual amount equals to variance amount (Difference between amount and actual amount)
Last Date Actuals Updated	This shows the last date the budget was updated.

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Time Logging Budget

Time log budgets within Huge ERP allow you to effectively manage time-related resources, control costs, and achieve operational excellence.  Time logging budgets are designed to enhance your efficiency and profitability through smart time management.

Description	Add a short heading describing the why you are creating a time logging budget
Date From	Add the start date of the project
Date To	Add the end date of the project
Budget Qty	Add the budget amount agreed on with the debtor/ customer
Budget Value	Add budget value agreed on with the debtor/ customer
Adjustments	If there are any adjustments to the budget add them here
Adjustment Date	This is the date when the adjustments were made between the two parties
Incl Travel	Put a tick on if the budget amount or value includes traveling
Incl Toll Fees	Put a tick on if the budget amount or value includes Toll fees
Incl Disbursements	Put a tick on if the budget amount or value includes disbursements
Incl Non-Bill Qty	Put a tick on if the budget amount or value includes Non-Bill Qty

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Contracts

You can view all service-level agreements or contract maintenance for a debtor/ customer.

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View Recurring Transactions

Debtors module> Configuration>Debtors Setup > View Recurring Transactions

Recurring transactions provide convenience and predictability, reducing the need for manual financial management.

When you click recurring transactions, it will take you to the screen below. To see a list of recurring transactions you need to click on search and the list will appear. 

View a detailed manual on recurring transactions here 

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Mobile Sync Activate All

Mobile to sync activate all, adds all debtors/ customers to the webatar mobile application. 

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Mobile Sync Deactivate All

Mobile sync deactivates all erases all debtors/ customers from the webatar mobile application

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Change to Prospect

Change to Prospect allows you to update a debtor/ customer or opportunity to a prospect

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Change To Opportunity

 Change to opportunity allows you to change the selected debtor/customer or prospect to opportunity

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Update Debtors 

You can change debtor/ customer details mentioned below under the functions drop down without having to open up the details screen

Sales Rep	If you want to run a report by a specific sales rep, then you will need to select the sales rep on the drop-down menu. If you leave the sales rep on all the report will run by all sales rep.
Division	If you have set up divisions for your debtors, you can pull the report for all your debtors or you can select a specific Division from the drop-down menu.
Region	You can pull the report for all your debtors, or you can select a specific Region from the drop-down menu if you have set up Regions for your debtors.
Status	If you select all the report will pull all statuses. If you want to view report by status, select the status on the drop-down menu
Category	To generate the report, the user has to select the category from the drop-down menu
Acc Manager	You can pull the report for all your debtors, or you can select a specific Account manager from the drop-down menu if you have set up Account Managers for your debtors.
Billing Group	Select the billing group update on the dropdown
Partner	Select the partner update on the dropdown
Default Address	Select the default address on the dropdown
Enforce Sales Rep	Select Yes to enforce sales rep or select No if you don't want to enforce sales rep
Override	Put a tick on override if you want to override a selection made on the dropdown

 

Import Drop Down Button

Debtors Module> Configuration> Debtor Setup> Import Drop Down

An import dropdown is a powerful tool that organises and simplifies the process of bringing external data into Huge ERP system. 

Import dropdown is essential for maintaining accurate and up-to-date debtor/customer information.

The system offers predefined import templates for common data sources, making it easier to import data consistently.

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Import Acct Managers

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Import Additional Properties

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Import Legal Hand Over

1	Click the Select Files … button to locate the CSV file to be imported.
2	Click Upload to upload the CSV file into the Web Accounting file structure.
3	Click Import to import the Legal Hand Over Debtors as specified in the CSV file.
4	A report will be produced on the import process. If there are any errors during the import the user will be informed of these errors in the report. All these errors need to be corrected before the import will be successful.

The CSV file requires the following columns.

Action, Debtor Code, Legal Firm Code (Creditor Code), Reference Number, Hand Over Date, Hand Over Amount, Follow-up Date and Follow-up Person

The follow-up person is that user who has been delegated to follow-up on this particular debtor’s legal hand over action with the legal firm. The follow-up person must be a registered user on the system and the column data must be the user’s First Name and the user’s Last Name (as captured in the system) separated by a space.

Action = 1 the debtor is set as a Legal Hand Over

Compulsory columns are Action, Debtor Code, Legal Firm Code, Reference No., Follow-up Date and Follow-up Person

Action = 0 the debtor is reset and is no longer a Legal Hand Over

Compulsory columns are Action, Debtor Code, Legal Firm Code and Reference No.

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Import Linked Brands

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Import Recurring Transactions

The file to be imported must be in a CSV format.

Click on the Select Files… button to open the navigate window allowing the user to navigate to the file to be imported.

Once the desired file has been located either double click on the file or click the Open button.

Now click on the Upload button. If the upload was successful a window will appear confirming that the upload was successful. Click Ok.

The Import button now becomes enabled allowing the user to click on the Import button to import the file.

An Import Report will open displaying any errors in the import or displaying the successful import of the recurring transactions.

Please Note: The column headings can be left in the import file providing that the heading are as per the sample below.

Import File Layout

All items in RED are required fields.

Debtor	Description	Recurring Contract	Invoice Template	No Of Recurring	Period	Date Type	StartDate	Type Of Recurring
Required		Required	Required	Required	Required	Required	Required	Required
Debtor Code	Customer Name	Contract Code	Template Code	Number Of Transactions	Weekly Monthly Yearly	0 / 1 / 99	2015/03/01 Only if 0 is used	Manual / Automatic

Date Type

0 = Use Start Date

1 = First Day of Every Month

99 = Last Day of Every Month

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Import Statutory Information

Click the select File Button to open the “open file dialog” which will allow you to navigate to your file in order select it.

Click the Upload button to upload the file onto the server.

Click the Import button to start the import process.

Your file must be in a *.CSV file format.

If any errors are found, it will be written in the log, please correct the errors and start the import process again.

Below is a template of the CSV File:

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Import Time Log Employee Defaults

Click the select File Button to open the “open file dialog” which will allow you to navigate to your file in order select it.

Click the Upload button to upload the file onto the server.

Click the Import button to start the import process.

Please Note: Your file must be in a *.CSV file format.

If any errors are found, it will be written in the log, please correct the errors and start the import process again.

Below is a template of the CSV File:

No	Column Heading	Column Data Requirements
1	Employee Login	Required
2	SLA Code	Required
3	Task Code	Required
4	Billing Rate Code	Required
5	Service Item Code	Required
6	Debtor Code	Required from the debtors Setup screen Not required when editing a specific debtor

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Import Time Log Global Budget

Click the select File Button to open the “open file dialog” which will allow you to navigate to your file in order select it.

Click the Upload button to upload the file onto the server.

Click the Import button to start the import process.

Please Note:

Your file must be in a *.CSV file format.

If any errors are found, it will be written in the log, please correct the errors and start the import process again.

Below is a template of the CSV File:

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Import VCF to new customer

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Import Linked Inventory

Print Export Drop Down

Print and Export customer data

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Print

Prints the customer list based on the search criteria

 

Debtors Setup Import

 To import multiple new debtors/customers accounts into the database, follow the below procedure:

Go to Debtors/Customer Module> Configuration> Debtor/Customer Setup> Import/ Export Drop Down

1. Click the Import/ Export Drop down
2. Select Debtor/Customer Import/Export

You can then delete the existing debtors/ customers and use the template to populate the information of the new debtors/ customers you wish to add into the system

Export	You can click the Export button which will return the existing debtors/ customers listing into the required template for import
Import Using ID	Using this import will use the ID to import the Data
Select &Upload File	Click the Select File Button to open your file explorer: search and select the import file you saved in the above step.
Verify	Click the Verify button to check for any errors on the import file
Import	Allows you to be able to import debtors/ Customers to the system

1. Once you have the worksheet populated with the respective new debtors’ details, save the file as a normal Excel file.
2. You should get a successful result returned.  If not, correct the file, resave the file and retry the Verify
3. If there are any errors when you click, verify then you can click on report to see what is causing issues
4. Once Verify is successful, click the Import Button
5. Then click the report button below import to check if all Debtors/ Customers were loaded accordingly
6. When all results are successful, and you are happy with the report
7. Your new debtors have now been uploaded into the system, and you can search for them in the normal manner.

Add Debtor

Adding in a new Debtor or customer, tabs below defined

Details Tab

Debtors/ Customer details contain information about the debtor.

The user has to enter all essential information of a debtor or customer on this tab

After adding all information about a debtor or customer always remember to click save.

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Debtors Code	This is a unique code that identifies the debtor This code needs to be filled in or the customers/ debtors information will give you an error when trying to save.  The code is also used for exports.
Name	Enter a legal customer or debtor name that will appear on all documents.
Short Name	Short name that the company uses for a client
Commission	This is a drop down and only shows commission structures set up under System Configuration Module
Contacts	This is a drop-down and only shows contact names that have been entered from the contacts tab.
Company Registration No	This is the company registration number
VAT / GST No	This is the tax number for the customer if the company is VAT / GST vendor
Customs Client No (CCN)	The Import / Export code
Website	Enter the website of the company
Debtor Image	This is the image that has been added under the attachment e.g. company logo
Division	The down arrow allows a selection according to the division the debtor is categorized into
Status	Shows the debtor or customer status
Region	The drop-down menu facilitates the selection process based on the debtor's categorization within their respective region.
Category	This drop-down menu facilitates the selection process based on the debtor's or customer category based on the categories that that have been added to the drop down.
Acc Manager	The drop down shows a list of accounts managers and only the account manager for the customer or debtor needs to be selected.
Billing Group	The drop down shows the types of billing groups within the organization and only the right billing group should be selected for the debtor or customer. For example, billing groups can be categorized as monthly or annually
Partner	Select the business partner for the debtor or customer on the drop down.
Debtor type	The drop down shows different debtor types whether it is a debtor/ customer or a prospect.  Select the correct debtor type on the drop down.

Details tab tick boxes explained

Tick boxes are pretty simple to use. If the box is ticked this means yes and if a box is not ticked this means no. 

Print Statement	Put a tick if the statements will be printed
Active	Put a tick if a debtor is active
Sync to Mobile	Put a tick if you want the customer to be synced to your Webatar App (Mobile App)
Email Statement	Put a tick if the email Statement
Is Head Office	Put a tick if Consolidate Branch Statements at Head Office Level is required
Enforce Commission Rep	Put a tick if you want to enforce sales rep commission against a customer or debtor

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Address Tab

The designated area for debtor address information facilitates the input of data and provides the user with convenient options to replicate the address, including the use of buttons labeled "Same as Physical," "Same as Postal," and "Same as Delivery."

A user can add multiple addresses on the debtor's or customer grid if they have multiple locations. 

Add	Used to add a new address on the grid if a customer/ debtor has multiple customers.
Edit	Used to edit customer address on the grid debtor/ customer has multiple addresses
Delete	Used to delete addresses on the grid if a debtor or customer has multiple addresses

Physical	Enter the physical address or legal entity address for a debtor/ customer
Postal	Enter the postal address for a debtor/customer
Delivery	Enter the delivery address for the debtor/ customer
Default Address	This is the address that will populate on all debtor/customer documents
Address Line 1	This can be a street name or the name of the business park
Address Line 2	Suburb or street if line 1 consists of a business park name or estate
Address Line 3	Enter the city name for a debtor/customer
Address Line 4	Enter the province name for a debtor/ customer
Address Postal Code	Enter the postal code for a debtor/customer
Country	Select the country that the debtor or customer is in
GPS Coords	Enter the GPS coordinates for the debtor/customer One can use the button for locate on map, however this needs to be set up first
Plus Code	Enter the plus code for the debtor/ customer which can be found on Google map search
User defined Address grid	This is where you will a list of addresses if a debtor/customer has multiple addresses

Buttons to define the address 

Same as Physical Address	When in an address section, use this button to copy the physical address
Same as Postal	When in an address section, use this button to copy the postal address
Same as Delivery	When in an address section, use this button to copy the delivery address
Copy to All	This button is used to copy addresses to be the same as all three addresses (Postal, physical and delivery addresses)
Get Location	Use this button to get your GPS location and plus code This needs to be set up first
Locate on Map	Click on this button to open up Google Maps to view the location of the company

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Contact Tab

Contact details section is dedicated

In this Field you will insert the customers Contact details

these could be the generic company information.

Add or Edit Customer Contact Person Details 

Debtor or Customer Fields 

Name	Enter the contact person's first name
Surname	Enter the contact person's surname
Post Title	Enter the contact person's work title
Telephone	Enter the contact person's work telephone number
Cell Phone	Enter the contact person's work or personal cellphone number. This is optional
Additional Number	Enter the contact person's additional telephone number or cellphone number if applicable
Category	This drop-down menu facilitates the selection process based on the contact person's categories that have been added to the drop down.
Email Address	Enter the contact person's email address.  The email address is compulsory to be able to send communication from the system
Title	Select the contact person's tile on the drop down
Gender	Select the contact person's gender on the drop-down menu
ID Number	Enter the contact person's identity document if applicable  This is optional
Contact Image	Select the contact person's image if added to the list of attachments
Date of Birth	Enter the contact person's date of birth if applicable
Fax Number	Enter the contact person's fax number if applicable
No Email Reason	If a contact person has given a reason for not wanting to be included to the mailing list, write down the reason why before clicking on do not bulk email.

Contact Details Debtor or Customer Tick boxes

Tick boxes are pretty simple to use. If the box is ticked this means yes and if a box is not ticked this means no. 

South African ID	Put a tick if the contact person has provided a South African Identity Number.
Active	Put a tick if the contact person is active
Statement SMS	Put a tick if a contact person should receive statements via SMS
Debit Order SMS	Put a tick if a contact person should receive debit order notifications via SMS
Do Not Bulk Email	Put a tick if the recipient does not want to receive bulk emails. Remember to put a note confirming why the recipient does not want to receive bulk emails.  If you do not put a reason, then the system will ask for a password.
Statement Email	Put a tick on if you want the recipient to receive statements via Email
Debit Order Email	Put a tick if the recipient wants to receive debit order notifications via Email
Document Email	Put a tick if the recipient would like to receive documents from the system such as invoices and quotes via Email

Contact Details Debtor or Customer Buttons

e-Mail	Allows user to send email directly from the system The email address opens up on a user's mailbox without having to leave the system
Update Company	The update company button allows user to update the company details
Set as the default contact	Make a contact person a primary contact This is the contact person that will appear on the documents and the details tab screen
Update Documents	Allows contact person to be updated on all open invoices

Edit or Add Contact Details Additional Tab

Department	Enter the contact person's department
Salary	Enter the contact person's salary
Employment Date	Enter the contact person's salary date
Employer	Enter the name of the employer
Delivery Date	Enter delivery date if applicable
Deal
Note	Add any notes related to the contact person
Division	Add the division that the contact person belongs to
Pay Type	Add the contact person's pay type
Pay Date	Enter the contact person's pay date
Activated Date	confirm the activated date for a contact person

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Account Details Tab

This is the account details information of the Debtor Because of our security you may want to lock down this tab to users if they do not have security access to the debtor.

Default Currency	If you are working with multi-currency customers, this allows you to select the default currency to work with on that customer.   Note: Once the first transaction has been posted against the currency you cannot change the currency
Pricing Level	The dropdown only shows pricing structures setup under System Configuration Module
Discount	This field is only used as an information indicator of what discount rate you would discount the customer for
Discount Matrix	Select the correct type of discount for a customer or debtor on the drop down
Rating	Open text box to comment on the customer example Excellent Rating, Good rating
Statement type	Select the correct statement type on the drop down
Exclude from Bank Exports	Put a tick on if a user should be excluded from bank exports By default this check box is unchecked. When exporting Debtor Details, Transaction Details or Debtor Age Analysis to text files via the Bank File Export facility found under Debtor Report List. This check box will either include or exclude the debtor into the exported data.
On Hold Tick	Put a tick on to put the customer on hold
On Hold Reason	Add a reason why the customer is put on hold
Legal Handover	This is when you give the account to lawyers due to the account not being paid.
Enable Statement Note	This will allow a user to put a note by putting a tick in a box
Statement Note	This is a note that a user can add to the debtor's statement
Statement Stationery	This is usually a copy of a statement customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.
Overdue	The amount that is in arrears
Last Payment & Date	Shows, when last the account, was settled
Last Invoice & Date	Shows when last the customer was invoiced
Ageing	This is selecting on date of the statement or date of the invoice
Account terms	Select the terms of your customer in the drop-down
Tax Type	Select the correct tax type on the drop down
Payment Terms	Select the correct payment term on the drop down
Enforce Credit Limit	Putting a tick in, will be enforcing a credit limit or it could be just an indicator
Credit Limit	This is a field to enter the credit limit of a customer. This field is only used as an information indicator of what interest rate you would charge the customer for overdue accounts
T/C Invoice	Select the right terms and conditions that should reflect on the customer or debtor's invoice
T/C Credit Note	Select the right terms and conditions that should reflect on the customer or debtor's Credit note
Quote Template	It’s a copy of a completed quote This is usually a copy of a quote customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.
Sales Order Template	This is usually a copy of a sales order customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.
Invoice Template	This is usually a copy of an invoice customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.
Credit Note Template	This is usually a copy of a credit note customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.
Delivery Note Template	This is usually a copy of a delivery note customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.
Delivery Note 2 Template	This is usually a copy of a delivery note 2 customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.

Buttons

Hand Over Details	This is where a user puts the details of why they are handing over a debtor or customer
Interest Setup	Where the interest against the customer or debtor is setup

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General Details Tab

This is a designated area for debtor or customer banking details.

Account Type	Select the kind of account on the drop down
Account Holder	Name the account holder in most cases if it is a company account, the account holder is usually the name of the company
Bank	Add bank name of a debtor or customer
Account Number	Debtors account number Account Type of account that the debtor holds i.e. Current account
Branch	Branch code of the particular bank that the debtor or customer uses
Branch Code	Add Branch code
Swift Code	Add swift code - this is a unique code for every bank
IBAN	Add the debtor or customer's international bank account number
Debit Order	When putting a tick in the box, allows a debit order
Debit order Day	The day the money will be debited from a customer’s account Once Off Debit Order the debit order can be done once or by putting the tick in the box or continuously without a tick
Duration	The period that debit order should be deducted for. This is usually in months
Instalment	The amount to be deducted from the bank every month
Plan ID	Add plan ID
Repayment	Add how much needs to be paid
Activation Fee	Add the amount to activate the debit order
Credit Card Number	Add the debtor's or customer's credit card number
Expiry Date	Add credit card's expiry date
Security Code	Add a card verification value (CVV) is a 3 or 4 security code usually found at the back of a credit card
Employee  Category	Select the employee category on the drop down
BankIT Intelligence Keywords	Add keywords for a statement to remember the debtor or customer
Exclude from BankIT	Add a tick if the debtor or customer should be excluded from BankIT

Buttons

Load Card Details	Click on Load Card details to add credit card details
Update Card Details	Click update Card details after adding credit card details.

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Statutory Tab

The fields on the statutory tab can be altered to fit the organisation's needs.

These requirements may vary depending on your jurisdiction and the nature of your business.

 

Company Reg Number	Add debtor or customer company registration number
Income Tax Number	Add debtor or customers' Income tax
VAT Number	Add the customer or debtor VAT/GST number
UIF Registration Number	Add debtor or customer UIF Registration Number
PAYE Registration Number	Add debtor's or customer's pay as you earn number
WC Registration Number	Add the debtor or customer's work compensation number
SDL Registration Number	Add debtor's or customer's skills development levy number
BEE Accreditation Level	Select the debtor's or customer's BEE accreditation level on the drop down
Route
Other Registrations	If a company has multiple company numbers they can be added on the registrations fields
Target for the Year	The targetted amount for the financial year-end
Registration Date	Add registration data
BEE Score	Select the correct BEE score on the drop down
Annual Returns	Add actual SARS returns
Year End Date	Select financial year-end date on the drop down
VAT Category	Select the correct VAT/GST number on the drop down

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Info Tab

Info Tab is mainly used for document passwords. 

Information	Add any additional information regarding documents
Sync to Web Shop	Put a tick if details debtor's or customer information needs to sync to Web Shop
Inter-Company Account	Put a if a debtor or customer has an Inter-Company Account
Limit Branches	Put a tick to limit branches
External ID	Add debtor or customer ID if applicable
Commission Invoice	Choose the right commission for the invoice  Choose between item commission percentage or Item commission rate.
PDF Quote Password	Add a PDF Quote password This password will be used by a debtor or customer to open a PDF Quotation document on their side
PDF Sales Order Password	Add a PDF Sales Order password This password will be used by a debtor or customer to open a PDF Sales order document on their side
PDF Invoice Password	Add a PDF Invoice password This password will be used by a debtor or customer to open a PDF Invoice  document on their side
PDF Credit Note Password	Add a PDF Credit Note password This password will be used by a debtor or customer to open a PDF Credit Note document on their side
PDF Statement  Password	Add a PDF Statement password This password will be used by a debtor or customer to open a PDF Statement document on their side
SMS Invoice	Put a tick on to SMS invoices
Cell 1	Put a primary cell number to SMS invoices
Cell 2	Put a secondary cell number to SMS Invoices
SMS statement	Put a tick to SMS statements to a customer or debtor
Cell 1	Put a primary cell number to SMS Statements
Cell 2	Put a secondary cell number to SMS Statements

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Custom Fields Tab

This tab is a versatile and fully customizable feature within the debtor or customer setup. It is designed to empower businesses with the flexibility to tailor their debtor or customer setup according to their unique needs. This tab offers a dynamic interface that allows users to configure and display debtor data, metrics, and insights in a way that best serves the debtor or customer's needs.

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Activity Tab

The activity tab helps a debtor or customer to view all activities against a debtor or customer.

Put a tick on any activity that you want to show on the grid for example if you only want to view reminders and memos only put a tick on reminders and memos. 

Order by	Select the order you want to view grid by
Date From	Select state date
Date To	Select to date

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Time Logging Tab

Time logging Tab streamlines the management of time and travel dedicated to debtor or customer-related activities and projects.

Charge Travel Fees	Tick if Travel Fees are to be charged
Charge Toll Fees	Tick if Toll Fees are to be charged
Travel Bill Type	Select either Distance or Time Charged
Distance Rate	A distance value to be used in the calculations of a traveled billing value
Travel Item	Select the appropriate inventory item for travel
Toll Fees Item	Select the appropriate inventory item for toll fees
Toll Value	type the amount for tollgates
Non Billable	Put a tick if billable
GPS Longitude	Measures the distance going east or west
Contract	Select a contract for the debtor or customer
Task	Select the desired task
Billing Rate	Select the desired Billing Rate
Potential Billing Rate	Select the potential billing rate on the drop down
Service Item	Select the correct service item on the drop down
Time Rate	A time value to be used in the calculations of a time travelled billing value
Time Travelled	Time duration of the journey
Distance To	Enter the ending distance
GPS Latitude	Measures the distance going North or South
Grid	A list of Timelogs against a debtor or customer

Keyboard quick keys

Quick keys help access functions using the keyboard

Used with Alt + Letter

Attachment	Alt + t	Opens the Attchment window.
Memo	Alt + m	Opens the Memo window
Create Reminder	Alt + r	Creates a reminder for the Debtor
Debtor Enquiry	Alt + i	Opens the Debtor Enquiry window
View Attachments	Alt + w	Opens a view window displaying a list of attachments, each attachment can be viewed individually
Functions	Alt + f	Focus on the button
Tab Detail	Alt + 1	Detail Tab
Tab Stepping	Alt + 2	Pressing Alt + 2 repeatedly will step through all the tabs e.g. Details, Address, Contact Person etc.

Debtors Setup Functions

Debtors setup functions and debtors setup search functions are similar.

Some functions allow one to open up in the search, while others allow opening up in the debtors setup window

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Set Time Log defaults

Set the defaults for this customer for time logs

These defaults come from the CRM module - Contract Maintenance

Sets the customer to the defaults under Contract maintenance

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Target

See more information on Target in this section - Target information manual

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Contract Setup

See more information on Contract Setup in this section - Contract Setup information manual

Standard Drop Down

Standard Drop Down

Debtors Module> Configuration> Debtors Setup >Edit Debtor> Standard

Debtor Settings	Allows a user to tick a tick to suppress the autoload of allocations line on GL cash book
Company Profile Branches	Allows you to select branches to be attached to the debtor/ customer
Branch Link (Tick Is Head Office First)	Allows you to group debtors/ customers under their head office company
Branch Ledger Accounts	Allows you to manage branch setup
Linked Brands	Allows you to link brands to a debtor/ customer
Support Task	Allows you to link support tasks to a debtor/ customer
Linked Inventory	Allows you to link inventory items to a debtor/ customer
Linked UOM	Allows you to link unit of measure to a debtor/ customer

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Debtor Settings

Suppress Autoload of Allocation Lines on GL Cashbook

Put a tick to suppress autoload of allocation lines on the general ledger cash book

Leave a tick off if you do not wish to suppress autoload of allocation lines on the general ledger cash book

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Margin check and enforce

Margin check and enforce checks sales documents for minimum margin on overall sales document

1. Invoice
2. Quote
3. Sales Order
4. Job Usage invoice
5. Job Percentage invoice

Margin check

Margin check is per debtor, but set at the system configuration

Margin check, is on Save and process with warning message

Save	Brings up a warning message to say that this document is trading under margin
Process	Brings up a warning message to say that this document is trading under margin but with a Continue or Cancel

Enforce Margin

Authorised Sales Margin users are setup at the user setup

Process	Brings up a warning message to say that this document is trading under margin, but with a continue or cancel
Continue	Requires that an additional supervisor must authorises the invoice

System Configuration default settings

Set defaults for all new debtors to be setup as

1. Creating a new debtor
2. Creating a customer from Webatar mobile app

Sales Margin Supervisor setup 

Setup user to allow to override enforce margin on process of sales document

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Company Profile Branches

This part shows debtors branches.

On the left you will see a list of available Braches and to be able to select a branch you need to move it to the right. 

To move branch to the right you need to highlight it and click on add branch or double click on it

Buttons 

Add Branch	First, highlight the branch you want to move to the right or want to activate then click add branch If you don't want to click add branch you can double-click the branch you want to select or move across
Delete Branch	Removes branch from the right column to the left column or double click on the selected branch to deactivate it

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Branch Link (Tick Is Head Office First)

Tick on denotes - Head office

Links Branches to the head office

 

Add Button	To add debtors/customers associated with the branch you need to click on the select a debtor/ customer drop down Click on the debtor/ customer that you want to add then click add
Grid	A list of branches associated with the head office will appear on the grid

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Branch Ledger Accounts

It’s where debtor’s internal branches are setup for movement of transactions.

Branch	Select a branch
Is a Branch	If it’s a branch the box will be ticked
Sales Account	Sales account should be selected for the movement of transactions between the branches
Cost of Sales Account	Cost of Sales account should be selected for the movement of transactions between the branches

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Support Task

Small Arrow Pointing Right	Highlight a support task you want to move across and click the small arrow to do so
Big Arrow Pointing Right	Move all support tasks from available to the selected side
Small Arrow Pointing Left	Deactivate one support task by highlighting it and moving it across to the available side
Big Arrow Pointing Left	Deactivate all support tasks by moving them across to the available side

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Linked Inventory

Click on the dropdown to select the inventory items you want to link to a debtor/ customer

Buttons

Add	Select the inventory items you want to link to a debtor/ customer then click add
Delete	To delete a inventory item linked to a debtor/ customer, select a debtor/ customer then click delete button

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Linked UOM

This is where you link a unit of measure associated with a client 

Small Arrow Pointing Right	Highlight unit of measure you want to move across and click the small arrow to do so
Big Arrow Pointing Right	Move all unit of measures from available to the selected side
Small Arrow Pointing Left	Deactivate one unit of measure by highlighting it and moving it across to the available side
Big Arrow Pointing Left	Deactivate all unit of measures by moving them across to the available side

Recurring Debtors Invoice Setup

The recurring debtor setup consists of three steps:

1. Create contract

2. Create invoice template

3. Apply to debtor

Step 1: Creating Contract

Go to Systems configuration> General menu> Recurring Transactions

f

To set up the contract 

Code	Enter Code
Description	Enter a description
Long Description	The long description can be the same as the description but has functionality for additional information
Active	Put the tick on if the recurring transaction should be in use or is active
Transaction Period Setup	Select the date you wish the monthly invoice to be created or generated on This can be either on the last day/ first day or on a specific day of the month
Number of Transactions	Enter the number of invoices to be created. This can be looked at as the terms of the contract Enter the number of invoices to be created. (usually the contract term, eg. 6. 12, 24)

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Step 2: Creating Invoice Template

The next step will be to create an invoice template

To create an invoice template, one needs to capture the invoice to begin with

Capture an invoice, to capture an invoice click here

Once the invoice details have been captured and saved, click the functions drop down

Select Convert to Invoice Template as shown below:

After, clicking Convert to Invoice Template the screen below will pop up

Code	Enter the code for your invoice template
Description	Enter the description for your invoice template

Click Continue

This will now complete the creation of your invoice template

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Step 3: Apply To Debtor/Customer

To apply debtor, follow these steps

Go to Debtor/ Customer Module> Configuration then search for the customer to whom you want to apply the recurring transaction to 

Once you find the debtor, go to the functions drop down then click View Recurring Transactions

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Summary Tab

When you click View Recurring Transactions it will take you to the screen below:

 To see a list of recurring transactions, click on search, and the list will appear. 

Or, click add to create a new recurring transaction

Client	The client's name will pop-up
Recurring Transaction Setup	Select the recurring transaction setup on the dropdown
Code	Enter the code for the template that you want to use
Transaction Type	Add the type of transaction
Edit Template	This button allows you to change the template code or description
Grid	The grid shows a list of available templates when you click search
Initialise	Choose if you want the recurring transaction to be effective immediately or on a specific date
Processing Method	Choose a processing criteria
Number of Transactions	Enter the number of transactions you want to

Buttons 

View Setup	This button allows you to view, add or edit recurring transaction setup
Delete Template	This button will enable you to delete a template
View Template	This button will enable you to view and edit a template

Click Add Transactions

Select the recurring transaction you wish to set up

Select the Recurring Transaction Setup: This is the Recurring Contract description you created in Step 1 

Select the Transaction Type: This will typically be invoiced

Select the required invoice template

This is the template created in step 2

Enter the code or description and click search

Click once on the template on the grid to select - It will be highlighted in orange

Leave the initialise setting on immediately

Select whether the processing method is to be processed manually or automatically

Automatic processing will result in the invoice automatically processing and no edits will be made 

Selecting manual processing will result in the monthly recurring invoice status. For the invoice to be changed from recurring to preparation status this will need to be done manually.

You can make the changes required before processing the invoice manually. 

Once the above selections have been entered, click the Create Transactions Button.

Then Click Yes.

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Detail Tab

This is where you find your detailed recurring transaction details

View Transaction	This tab allows you to view a detailed invoice If the invoice is not yet processed, you can make changes to the invoice it will allow you to save and close.
Change Status	When a transaction status is read as Recurring transactions you cannot process it.  To be able to process the transaction you need to change the status to preparation To change the status from recurring transaction to preparation you need to click on the change status button
Cancel Options Drop Down	You are allowed to cancel a single recurring transaction or all on the dropdown You can also reinstate a single transaction or all transactions
Transaction Date Options Drop Down	You can change a date or update dates.  First, you need to edit the date on a transaction then click change or update
Update Items	You can add a new line or delete a line on one item then select update item so that all items can be updated.
Toggle Process Type	Allows you to change Process type from manual to automatic and vice versa
Grid	Shows a quick overview of the transaction

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To Apply Automatic Increases (Escalation)

In the event where the recurring contract stipulates an annual increase or needs to be amended you will the click on the invoice where the amendment needs to start from and edit the invoice detail or value

Double click to open the invoice line

Amend the prices and or details

Once the invoice has been adjusted as required, Click Save

Click on the functions Dropdown

Click update recurring 

The window below will be displayed, where you can opt to update either the invoice header or the information on the invoice line

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Setting Up New Recurring Transactions

• Objective: Set up a new year's worth of recurring monthly Service Level Agreement (SLA) invoices for a customer, as the previous contract has expired.

• Locating Expired Transactions:

  • Navigate to Debtors Setup -> Search for the customer.

  • Under Functions, select View recurring transactions.

  • The Summary tab shows the status of the contract (e.g., 12 posted, 0 outstanding).

  • The Detail tab lists all individual transactions that have been processed.

• Creating the New Recurring Transaction:

  • From the Summary tab, click Add transactions.

  • Choose SLA monthly for the recurring transaction setup and Invoice as the type.

  • Search for the correct service/item (e.g., rent).

  • Set the start date by selecting Initialize immediately or date. The first invoice should be dated based on date of invoice.

  • Set the Processing method to Automatic.

  • Ensure the Number of transactions is set to 12.

  • Click Create transaction.

• Post-Creation Edits:

  • After creation, go to the Detail tab and filter by status to show non-posted transactions.

  • Double-click each of the 12 new transactions to edit the description and reference details as needed.
    

 

 

Recurring Update Default Contact Person for Emailing

Update can be done on the invoice document or template or customer setup contact person

Debtors Module> Configuration> Debtors Setup> Edit Debtor> Contact Person> Add

There are two option

All Open Recurring	All Open Preparation
This will update all contracts with all unprocessed recurring invoices	Updates all invoices that are in preparation
Does not change processed documents
Updates all invoice templates for this customer

After clicking update documents you will see the screen below: 

Select a document you want to update and put a tick on the option you want to update

Once, complete click continue

and the screen below will appear notifying you that the update has been completed successfully

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To access Contacts Via debtors documents

Go to an open document

After, accessing the invoice you wish to view, or you have added go to the Address Tab of document

Click on View button

To edit, add or delete a contact person click on the view button, 

It will take you to the screen below:

Add	Click this button to add a new contact
Edit	Click this button to edit an existing debtor contact persons
Delete	Click this button to delete an existing contact persons

Linked Brands

Linked Brands allows you to link product brands to a specific debtor or customer.

if your inventory items are inked to brands and the item is invoiced, the Brand is automatically linked to the debtor along with the invoice date. This indicates the date the brand was first purchased.

You can also link brands to a debtor manually.

To link a brand to a debtor manually, search for the required debtor and click on the standards drop down.

Select Linked Brands

Click once on the required brand on the left and then click the Arrow to move the Brand to the Selected box on the right.

Alternatively, double click on the required Brand.

You will note the brand moves to the Selected grid on the right and the date the link was done is populated.

If the Brand linked is thereafter delinked from the debtor, then the date will be removed as well.

Branch Link Process

Linking Debtor branch accounts to Head office account

Debtor sub-accounts are clients that have multiple branches or outlets where the invoice is generated against the specific branch and payment is made by the Head office or main account

Debtor statements can thus be generated for the head office account with details of purchases by the individual branches

To setup and link debtor accounts to a main account:

Go to debtor Module> Configuration> Debtor Setup

Create a debtor account for each individual branch including the main head office account

On the head office account setup, select or activate the “is Head office” tick box

Close the account setup and reopen or edit

Click the Standard Dropdown

Select Branch Link

Enter the debtor code of the sub-account or branch account

Click add

Enter the next branch account and click add

Once all branch accounts have been linked:

Click save and close

 

Debtors ERROR saving

Debtors Error saving a new customer

The system does not allow a Debtors code to be

1. Duplicated
2. Blank
3. Space in Code (Must be a valid code)

Invalid Code has been entered.

Blank or space is entered in code, this is not allowed

Debtors created date

When the customer is created, the system logs the date it was created.

There are several places to find the created date.

1. User Access Report
2. Debtors export
3. Debtor enquiry
4. Debtors listing report

User Access

 

Debtors Export

Debtors enquiry

Debtors listing report