| **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 TabBasic 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/image.png) 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 |
| **Main Tab** | Show a list of all debtors or customers |
| **Details Tab** | Shows the main details of a specific debtor or customer that you are searching for |
| **Statutory Tab** | Shows statutory information of a specific debtor or customer that you are searching for |
| **CO Link** | |
| **Support Task** | Shows all support tasks under the specific debtor or customer that you are searching for |
| **Sales Item** | Shows all invoices against a specific debtor or customer that you are searching for |
| **Pricing Level Link Items** | Shows new pricing level to a customer with linked items with special pricing |
| **Discount Matrix** | Shows discount given to this particular Debtor |
| **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 |
| **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 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 |
| **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 |
| **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 |
| **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. |
| 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 |
| **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 |
| The import file needs to be a CSV file (Comma Delimited File) as illustrated below. Click on the Browse button and navigate to the location of the file to be imported. Select the file and click on Open. Click on Upload and follow the screen prompts. If there are any errors in the import the resulting report will display the problematic data in the import file. |
| **DebtorCode** | **FirstName** | **LastName** |
| ABC101 | John | Smith |
| EFG101 | Susan | Jones |
| KLM101 | Paul | Phillips |
| XYZ101 | Karen | Williams |
| **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. |
**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 |
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 | DebtorCode | Required |
| 2 | ServiceItemCode | Required |
| 3 | SLACode | Required |
| 4 | TaskCode | Required |
| 5 | BillingRateCode | Required |
| 6 | Reference | |
| 7 | TimeLogDate | Required |
| 8 | EmployeeName | Required |
| 9 | TimeFrom | The time value needs to be separated by a colon. E.g. “10:00” |
| 10 | TimeTo | The time value needs to be separated by a colon. E.g. “ 11:00” |
| 11 | SupportTaskCode | Required |
| 12 | SupportSubTaskCode | |
| 13 | AddToJob | 1 / 0 - This value must be either 1 (true) or 0(false), this item must be true (1) for the rest of the fields in orange to apply. |
| 14 | AddToJobType | CTC / SC |
| 15 | JobNumber | Required |
| 16 | EmployeeRate | Rate 1 / Rate 2 / Rate 3 |
| 17 | ChargeTravelFees | 1 / 0 - This value must be either 1 (true) or 0(false), this item must be true (1) for the rest of the fields in green to apply. |
| 18 | TravelBillType | Distance / Time |
| 19 | TravelDistanceRate | Required |
| 20 | TravelDistanceStart | Required |
| 21 | TravelDistanceEnd | Required |
| 22 | TravelTimeRate | Required |
| 23 | TravelTime | This item is in hours. For 1HR 30MIN please enter 1.5 as a decimal value. |
| 24 | TravelItemCode | Required |
| 25 | ChargeTollFees | 1 / 0 - This value must be either 1 (true) or 0(false), this item must be true (1) for the rest of the fields in blue to apply. |
| 26 | TollFeeAmount | Required |
| 27 | TollFeeItemCode | Required |
| 28 | Note |
**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 |
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 | Date From | Required |
| 2 | Date To | Required |
| 3 | Description | Required |
| 4 | Budget Quantity | Required only if no budget Value has been provided |
| 5 | Budget Value | Required only if no budget Quantity has been provided |
| 6 | Paid Extra | |
| 7 | Date Paid | Required only if Paid Extra |
| 8 | Include Travel | 0/1 |
| 9 | Include Toll Fees | 0/1 |
| 10 | Include Disbursements | 0/1 |
| 11 | Memo | |
| 12 | Debtor Code | Required from the main debtor search screen, not when editing a specific debtor |
| **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 |
After adding all information about a debtor or customer always remember to click save.
--- [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/4Ccimage.png)| **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. |
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 |
| **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 |
| **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 |
| **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. |
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 |
| **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 |
| **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 |
| **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**](https://hugeerp10.co.za/hsofmanual/books/adm-configuration/page/on-hold "On Hold ") | 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**](https://hugeerp10.co.za/hsofmanual/books/adm-configuration/page/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. |
| **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 |
| **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 |
| **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. |
| **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 |
| **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 |
| **Order by** | Select the order you want to view grid by |
| **Date From** | Select state date |
| **Date To** | Select to date |
| **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 |
| Attachmen**t** | Alt + t | Opens the Attchment window. |
| **M**emo | Alt + m | Opens the Memo window |
| Create **R**eminder | Alt + r | Creates a reminder for the Debtor |
| Debtor Enqu**i**ry | Alt + i | Opens the Debtor Enquiry window |
| Vie**w** Attachments | Alt + w | Opens a view window displaying a list of attachments, each attachment can be viewed individually |
| **F**unctions | 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. |
| **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 |
| **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 |
| **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 |
| **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 |
| **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 |
| **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 |
| **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 |
| **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 |
| **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 |
| **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) |
| **Code** | Enter the code for your invoice template |
| **Description** | Enter the description for your invoice template |
To see a list of recurring transactions, click on search, and the list will appear.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/DAZimage.png) Or, click add to create a new recurring transaction [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/6jyimage.png)| **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 |
| **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 |
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. [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/S4Eimage.png) Then Click Yes. [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/aSZimage.png) --- ##### Detail Tab This is where you find your detailed recurring transaction details [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/tKlimage.png)| **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 |
| **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 |
| **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 |
Invalid Code has been entered.
Blank or space is entered in code, this is not allowed [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/R02image.png) # 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 [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-09/2Bpimage.png) Debtors Export [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-09/jzZimage.png) Debtors enquiry [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-09/zzTimage.png) Debtors listing report [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-09/GNBimage.png)