# ADM Configuration
# Debtors Setup Menu
# 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/image.png)
The Navigation Ribbon is used to action the following functions:
---
#### Search Tab Option
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/ITSimage.png)
There are six search tabs options
| **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 |
---
#### Add Button
To create a new Debtor/ Customer you need to click on the [Add Button](https://hugeerp10.co.za/hsofmanual/books/adm-configuration/page/add-debtor "Add Debtor")
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/2mEimage.png)
Add Debtor buttons
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/iEHimage.png)
| **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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Video training Manual 2019 - [Click Here](https://vimeo.com/376441519)
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.
.png)
| **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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/4EHimage.png)
| **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 |
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/buWimage.png)
When you click yes it will take you directly to the created sales Lead
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/x0Qimage.png)
Should you want to capture other details on the sales lead screen go to [Sales Lead Process](https://hugeerp10.co.za/hsofmanual/books/bcr-activity/page/sales-lead-process)
---
#### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/kr6image.png)
| **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 |
---
#### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/Th6image.png)
| **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. |
---
#### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/vLHimage.png)
| 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 |
---
#### Contracts
You can view all service-level agreements or contract maintenance for a debtor/ customer.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/qcwimage.png)
---
#### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/kXPimage.png)
View a detailed manual on recurring transactions [here ](https://hugeerp10.co.za/hsofmanual/books/adm-configuration/page/detailed-recurring-transactions)
---
#### Mobile Sync Activate All
Mobile to sync activate all, adds all debtors/ customers to the webatar mobile application.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/v0cimage.png)
---
#### Mobile Sync Deactivate All
Mobile sync deactivates all erases all debtors/ customers from the webatar mobile application
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/XkNimage.png)
---
#### Change to Prospect
Change to Prospect allows you to update a debtor/ customer or opportunity to a prospect
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/xiPimage.png)
---
#### Change To Opportunity
Change to opportunity allows you to change the selected debtor/customer or prospect to opportunity
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/EY5image.png)
---
#### Update Debtors
You can change debtor/ customer details mentioned below under the functions drop down without having to open up the details screen
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/8GZimage.png)
| **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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/lEzimage.png)
| 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. |
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.
---
#### Import Linked Brands
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/XFKimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/Voaimage.png)
---
#### Import Recurring Transactions
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/qqVimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/68Timage.png)
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
---
#### Import Statutory Information
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/R5Bimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/uaKimage.png)
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:
| **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
|
---
#### Import Time Log Global Budget
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/2WHimage.png)
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
| 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 |
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.
---
[](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.
|
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 |
---
#### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/biaimage.png)
| **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 |
---
Contact Tab
Contact details section is dedicated
In this Field you will insert the customers Contact details
these could be the generic company information.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/aUZimage.png)
Add or Edit Customer Contact Person Details
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/8Jcimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/8D5image.png)
| **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 |
---
#### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/DQIimage.png)
| **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.
|
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 |
---
#### General Details Tab
This is a designated area for debtor or customer banking details.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/DvDimage.png)
| **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. |
---
#### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/Juoimage.png)
| **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 |
---
#### Info Tab
Info Tab is mainly used for document passwords.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/ndpimage.png)
| **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 |
---
#### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/kg1image.png)
---
#### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/WD8image.png)
| **Order by** | Select the order you want to view grid by |
| **Date From** | Select state date |
| **Date To** | Select to date |
---
#### Time Logging Tab
Time logging Tab streamlines the management of time and travel dedicated to debtor or customer-related activities and projects.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/fm6image.png)
| **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
| 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. |
# 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/M5yimage.png)
---
#### Set Time Log defaults
Set the defaults for this customer for time logs
These defaults come from the CRM module - Contract Maintenance
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/g9Rimage.png)
Sets the customer to the defaults under Contract maintenance
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/JB8image.png)
---
#### Target
See more information on Target in this section - [Target information manual](https://hugeerp10.co.za/hsofmanual/books/adm-configuration/page/debtor-functions#bkmrk-targets%C2%A0)
---
#### Contract Setup
See more information on Contract Setup in this section - [Contract Setup information manual](https://hugeerp10.co.za/hsofmanual/books/adm-configuration/page/debtor-functions#bkmrk-contracts)
# Standard Drop Down
#### Standard Drop Down
**Debtors Module> Configuration> Debtors Setup >Edit Debtor> Standard**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-10/5wsimage.png)
| **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 |
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/6wKimage.png)
---
##### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-12/mPZimage.png)
**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
|
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/lgRimage.png)
**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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/EC8image.png)
**Sales Margin Supervisor setup**
Setup user to allow to override enforce margin on process of sales document
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-12/eHXimage.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/VBpimage.png)
Buttons
---
#### Branch Link (Tick Is Head Office First)
Tick on denotes - Head office
Links Branches to the head office
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/Hi5image.png)
---
#### Branch Ledger Accounts
It’s where debtor’s internal branches are setup for movement of transactions.
.png)
| **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 |
---
#### Support Task
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/vVVimage.png)
| **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 |
---
#### Linked Inventory
Click on the dropdown to select the inventory items you want to link to a debtor/ customer
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/Ieqimage.png)
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 |
---
#### Linked UOM
This is where you link a unit of measure associated with a client
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/6egimage.png)
| **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](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-04/8Ebimage.png)
To set up the contract
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-04/4Gzimage.png)
| **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)
|
---
#### 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](https://hugeerp10.co.za/hsofmanual/books/bdm-activity/page/add-invoice "Creating Invoice Template")
Once the invoice details have been captured and saved, click the functions drop down
Select Convert to Invoice Template as shown below:
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/neWimage.png)
After, clicking Convert to Invoice Template the screen below will pop up
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-04/ixQimage.png)
| **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
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-04/zhCimage.png)
---
##### 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.
[](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 |
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/Yatimage.png)
Select the recurring transaction you wish to set up
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/Ul8image.png)
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.
[](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
|
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/xzTimage.png)
Double click to open the invoice line
Amend the prices and or details
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/0cgimage.png)
Once the invoice has been adjusted as required, Click Save
Click on the functions Dropdown
Click update recurring
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/bi7image.png)
The window below will be displayed, where you can opt to update either the invoice header or the information on the invoice line
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/peiimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/W8cimage.png)
# 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**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/75pimage.png)
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:
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/JXEimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/OZcimage.png)
---
#### 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/xb2image.png)
To edit, add or delete a contact person click on the view button,
It will take you to the screen below:
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/qMrimage.png)
| **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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/YOCimage.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/PPcimage.png)
You will note the brand moves to the Selected grid on the right and the date the link was done is populated.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/ZKcimage.png)
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
[](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)
# Debtors Setup Functions Explained
# Automatic Discount
Automatic Discount works differently in Webatar than in the main system.
Setup automatic discount on customer setup
**Debtors Module> Configuration> Debtor Setup> Account Details Tab**
The tick indicates that this discount needs to be applied. If a tick is off, a discount is not applied to documents or line items
There are three types of Discounts namely:
1. Line Discount
2. Discount Matrix
3. Document Discount
#### Line Discount
Line discount allows a user to put a discount on all items that have been marked to allow line discount.
If an item is not marked to allow line discount it will not add the discount to the line.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/ydoimage.png)
If you don't wish for a specific item to be included in the line discount you need to add a tick to No discount
Go to **Inventory module> Configuration> Inventory Setup> Pricing levels**
Them put a tick on the No Discount Tickbox
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/P8Jimage.png)
---
#### Discount Matrix
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/image.png)
---
#### Document Discount
Document Discount will give a dis
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/4Ncimage.png)
NOTE:
That when adding new items to the document in Webaccounting after a sync from Webatar.
There will be no discount applied to the new lines added.
This is because when you first open up the document in Webaccounting, discount is applied to the whole document.
.png)
# Ageing Periods
Video training manual 2019 - [Click Here](https://vimeo.com/375566155)
Debtor / Customer Setup > Configuration > Setup
.png)
# On Hold
On hold refers to the status of a debtor or customer account.
On hold allows you to temporarily restrict certain actions against a debtor or customer, such as processing debtor or customer documents due to the following reasons
- Credit limit exceeded
- Payment issues
- Document requirements and other reasons related to internal policies
How to put a customer on hold:
**Debtors/ Customer Module> Configuration> Debtor/Customer setup> Account Details Tab**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-02/Syvimage.png)
Once done with putting a debtor or customer on hold then click save and close and you will see the icon below on debtor or customer status, the icon means that the customer is on hold
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-02/vhAimage.png)
The documents that are affected by Onhold are:
- Quotations
- Sales Order
- Sales Order Confirm
- Invoices
- Credit Notes
- Stock Dispatch
---
#### Documents On hold
When a debtor or customer is on hold you can still create all transaction documents, affected by on hold but you will not be able to process them.
You can promote a quotation to invoice or sales order but will not be able to process it.
If a debtor or customer is on hold it will show on the grid and when you are creating any transaction document
See examples below:
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-02/FC7image.png)
When creating a new invoice or any document for a debtor or customer you will see the prompt below:
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-02/V0nimage.png)
When you have finished capturing a document and click "Process," a prompt message will appear.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-02/xunimage.png)
# Legal Handover
Legal handover is when you have started legal process of a customer for non-payment.
Tick the box for legal handover.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/MSPimage.png)
#### Legal Hand Over Detail
This is where you complete the legal law firm details and file number for a debtor/ customer you want to handover
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-11/pOBimage.png)
| **Legal Firm** | Select the legal firm from drop down |
| **Active** | Put a tick on if active and to deactivate you need to put the tick off |
| **View Firm Details** | Click view details to see all details of the firm
|
| **Reference Number** | Enter reference number |
| **Hand Over Amount** | Enter the amount that should be collected by the handover firm |
| **Hand Over Date** | Enter handover date |
| **Follow-up Date** | Enter handover follow-up date |
| **Name** | The name of the firm will populate after you click save |
| **Activated Date** | The date the legal handovers were activated |
| **Activated By** | The name of the person who activated the handover |
# Direct Debit
To setup customers with direct debit or direct order flag follow these two steps:
1. Mark Debtor/ Customer as debit order by adding a tick to the tick box
2. Input information all the necessary information required
**Debtors/ Customer Module> Configuration> Debtor/ Customer Setup> Gen Details Tab**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/n2eimage.png)
---
##### Print or export a report on Direct Debit
The export button creates a CSV file to upload to the bank
**Go to Debtors Module> Reports > Direct Debit Report**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/Gmzimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/zFPimage.png)
# BankIt Bank Feed
Debtors Module > Customer setup> Edit customer
| **1. Improved intelligence on the Customers and Suppliers** | **2. Time log to invoice** |
| **a.** Additional key words on Customers and Suppliers | **a.** Skip summary screen |
| **b.** Exclude customers or suppliers from system intelligence | **b.** Process to invoice after completion of time logs |
| **c.** Customer invoice number search to allocate to customer. | **c.** Default set for drop down |
Key Words and Exclude from Bankit Intelligence
.png)
# Sales Margin warning
Setting up documents for Sales margin warning
| **Low Margin Warning** | If this is enable it will check low margin on adding an item to a sales document.
It will check when invoice is processed, giving a warning to proceed or not
|
| **Enforce Margin** | Will not allow an invoice to process if the user is not a margin supervisor |
| **Minimum Margin** | Enter value for checking margin percentage |
Margin check is on each customer
If you want any new customers to have a default setting, set this up in the system configuration module - [Sales Margin Setup](https://hugeerp10.co.za/hsofmanual/books/ascm-administration/page/debtors-defaults-tab#bkmrk-sales-margin-check)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/tbfimage.png)
---
#### Low Margin Warning
Low margin warning works on the following documents:
1. Quotation
2. Sales Order
3. Invoice
The warning comes up when you add stock item line that is below the margin set up at the customer.
The margin warning also comes up when you are about to process the document, and it is below margin.
The process warning will give you an option to either continue or to correct the margin on the document.
Example of a low margin warning on a stock item add
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/c4Simage.png)
Example of a low margin warning when processing a document
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/Bz9image.png)
---
#### Enforce Margin
When a margin in force is activated on a customer, it means the user cannot process the invoice unless they correct the margin.
However, a margin supervisor can process a document all the way through even though the margin is below.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/NgFimage.png)
To setup a Sales Margin supervisor, go to the User setup
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/HHgimage.png)
---
#### Document margin warnings
Quote warning will show when promoting quote.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/QAqimage.png)
Sales order warning will show up when you Process to invoice
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/y99image.png)
---
#### Exclude Margin enforce on inventory items
Exclude items so that one does not need to enter a password where enforce margin is on.
The system will bypass enforce password on items ticked to Exclude margin enforce.
The system will still warn of items below margin.
Good examples of this are Freight, shipping or labour
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-12/pJKimage.png)
# Overdue account onhold
Setup the system to automatically put a customer account on hold.
Setup a schedule to check customer accounts to put any customer on hold that has any amount overdue.
The customer will be flagged on hold and a note put in as "Account Overdue".
If the account has been settled, the system will check if the account is On-hold with the Reason "Account Overdue".
When the criteria is met and there is no overdue amount, the account will be deselected with On hold and the On Hold Reason cleared.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-05/TlKimage.png)
---
##### Activate Schedule
Activate the Customer account on hold with overdue amount.
Go to System Configuration, Company Profiles, schedule setup
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-05/naSimage.png)
Activate the schedule for Customer account on hold
When setting up email list, then the system will email those on the email list an email to inform which accounts have been put on hold or accounts that have be reactivated.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-05/edjimage.png)
---
##### Automatic email report
Email report sent to users setup in email will receive a report as below
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-05/IhQimage.png)
# Sales Rep Group Link
This option allows you to link a sales representative to a specific item group when creating a sales document.
##### Creating a Sales Rep Item Group Template
This allows one to setup a template for Item groups to Sales Rep, this template is used to populate against the customer
**Debtors > Configuration > Sales Rep Item group Template**
Click "**Add**"
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/NpJimage.png)
- Add "**Code**"
- Add "**Description**"
- Click "**Save**"
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/qQBimage.png)
- Click "**Add**"
- Select "**Group Code**"
- Select "**Sales Rep**"
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/95Aimage.png)
- Click "**Save & Close**" or "**Save & New**" to Save or add another Template
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/A2Kimage.png)
---
#####
##### Activate the link between the Sales Rep and Item group
**Debtors > Configuration > Debtor Setup**
- Search for and open your customer
- Double‑click on the customer record
- Click the **Standard** dropdown (top right of the screen)
- Select **Rep Code to Group Code**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/E4oimage.png)
Tick the "**Activate**" Box
Click "**Add**"
---
If this option is not active, the system will assign the default sales representative to the document.
When enabled, the sales document will check the customer and the stock item’s group, then override the sales representative on the item line. This means each line item on the document can have a different rep code assigned.
Sales document will check customer, stock item on the group and then override the sales rep on the Item line
This means that per line item can have a different rep code
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/Tcuimage.png)
Sales report updated to view sales rep by line or by document
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-07/Yhximage.png)
---
#### Function update
Function to update all document lines with sales reps based on group sales reps
Documents to have this rule:
- Quote
- Sales Order
- Invoice
- Credit note
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/zTzimage.png)
##### Webatar quote update sales reps per line
Button added to update sales reps per line based on rules for customer for Item Group to Sales Rep
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/6Hrimage.png)
Sales rep per line
When the quote is created, the sales rep is taken from the general details default sales rep
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/HrEimage.png)
# Additional Debtors Properties Menu
# Additional Debtors Properties Search
This is where additional debtor’s properties are added or amended.
If you wish to link debtors to Divisions, Regions and Invoice groups, this is where you would set up these respective properties.
To create a new Division for example, click the relevant Tab and click the insert button
Video Training Manual 2016 - [Click Here](https://vimeo.com/357003761)
**Debtors Module> Configuration> Add. Debtors Properties**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/0wTimage.png)
# Debtors Additional Properties
The system caters for the categorization of master data as well as transactions.
Additional properties are used for these categorizations.
Several fields in the system can be used for categorization purposes such as Division, Region, Category, Billing group, etc.
The categories are Company-specific and as such can be defined by your company.
Should you wish to use these properties, you will need to first decide on whether you need to use a single category or multiple categories
Once you have decided how many levels of categorization you require, you will choose which of the properties best suit your requirements.
if you have different branches, you could use Division as a means to distinguish transactions from one branch versus another
Or if you wish to differentiate your Clients by account terms, you could use billing Group Property
To add debtors/customers additional properties go to:
**Debtors Module> Configuration> Add Debtor Properties**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/Vr4image.png)
1. Click on the Tab related to the respective Property you decided to use
2. Click Add Button
3. Enter a Code
4. Enter a Description
5. Click Save and Close or Save and New to add another option
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/ju0image.png)
Once you have added all the required options, you can click on another Tab, eg. Region and add the required option in a similar manner
Should you now wish to set default Divisions and Regions against the debtors, you can go to the Debtor Setup and edit the respective Debtor
** Configuration> Debtors Setup>**
Enter the Debtor code or name
Click Search
Edit the Debtor Setup
Click the Division Drop Down Arrow
Select the required Division this debtor is to be allocated to
Do the same with Region..
You do not need to use multiple of the properties. Should you choose, to only use one of the properties, this is fine
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/0QSimage.png)
Click Save and Close
This now sets the default properties on this debtor and when capturing transactions, the user does not need to remember to select the Division/ Region
When you capture a transaction, invoice as an example, you will note the Division/ Region automatically is populated
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/UP0image.png)
These filtering options can also be used to filter reports
You can generate the Debtors Age Analysis for only these filters
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/c9aimage.png)
# Category Setup
To be able to select a category from debtor setup or to update debtors import the category needs to be created first
This is where the category is created
To add or edit a category go to:
**Debtors module> Configuration> Add. Debtor Properties> Category Tab**
Click the Category Tab
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/bgeimage.png)
Click Add (To create a new Category)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/Gajimage.png)
| **Code** | Enter a Category Code |
| **Description** | Enter a Category Description |
Click Save and close
To edit an existing Category, Highlight the required Category and Click Edit
# Invoice Group Setup
Invoice group allows you to group and identify certain invoices in order to run detailed reports
To setup invoice group go to:
**Debtors Module> Configuration> Add. Debtor Properties> Invoice Group Tab**
Click add to create a new invoice group or click Edit to edit an existing invoice group
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/Zxaimage.png)
The screen below will appear
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/4g4image.png)
| **Code** | Enter invoice group code |
| **Description** | Enter invoice group description |
This will allow you to be able to select the group type when adding a new debtor/ customer or updating a debtor/ customer
# Sales Item Map
For every stock item you can choose which account it can post to
If you have ten items on an invoice and 1 is selected with sales item mapping it will not follow the posting of an invoice but it will follow the setup done on item mapping
This manual shows one how to set up Sales Item Mapping
**Go to Debtors Module > Configuration > Add. Debtor Properties**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/DWVimage.png)
Click on the tab for Sales Item Map and click on Search to check the current setup of Sales Item Mappings.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-05/wdgimage.png)
If Mapping does not exist or a new one is to be created
Click on the Add button to add a new Sales Item Map
Input the relevant field mappings required
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/m83image.png)
Field definitions
| **Invoice Group** | Select the relevant Invoice group category
This can also be found under the Invoice Group Tab
|
| **Stock Item** | This is the service line item which is shown on the lines of the invoice |
| **Sales Account** | Insert the relevant sales ledger account |
Once Setup the Mappings will appear on the grid
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/ip6image.png)
The Invoice layout shows you which data the system looks at to execute the mapping rule
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/RvLimage.png)
Therefore, the result will be as follows
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/fMaimage.png)
Troubleshooting Revenue Unallocated
This happens when there is no Sales Item Mapping Link
You can check in the following places
1. Invoice line detail
2. Related Transactions
3. Income Statement detail lines
| **Invoice line detail**
| Check the invoice lines and then check on the Sales Item Mapping section to see if you have matches.
If not, you will need to setup
|
| **Related Transactions** | When this occurs one must check the invoice line details |
| **Income statement (Financial Performance) reports** | Run the report and print to screen |
If you have amounts in the Revenue – Unallocated GL ledger, it means there are sales mappings missing
Therefore, the system will default to the default GL Links setup account.
Check the details of the invoices that make up the Revenue – Unallocated by clicking on the name to get the details.
You will now see all the invoices that make up the value of the sales revenue posting.
Now click on the Reference line of one of the invoices to see the details of the invoice
Go and check the following information on the invoice
**Invoice Group + Service Code = GL Account (Sales Mapping setup)**
Go and check the Sales Item Mapping grid to see if the Map exists, if not create a new one.
Once mapping is setup, next import or manual invoice will follow the sales item mapping rule.
Existing Revenue – unallocated posting in books. You must clear this account with a General Ledger Journal and allocate the values to the relevant Sales Revenue accounts.
One needs to check on a monthly basis that this account does not have any values.
# Billing Group
Allows you to group and identify certain invoices in order to run and analyse information later.
**Debtors Module> Add. Debtors Properties> Billing Group Tab> Add/Edit**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/W9zimage.png)
| **Code** | Enter a billing group code |
| **Description** | Enter billing Group description |
# Additional Debtor Property Import
**Debtors Module> Configuration> Add. Debtor Properties**
Populate your data in Excel into the below template:
.png)
The input in the Division, Region, Status and Category fields is always the respective field code, not the description on the field setup. (this is the code on the setup above)
Once the file has been compiled, save the file as a CSV (comma Delimited) file
Upload Process:
Log onto the company
**Go to Debtors Module> Configuration> Debtor Setup**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/eZ0image.png)
Click on the Import Tab dropdown arrow
Select “Import Additional Properties”
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/QcKimage.png)
Search for the file that you saved earlier
Click Upload
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/Oxwimage.png)
The below Message will be displayed (assuming the import file is correctly formatted)
.png)
Click OK
Click Import
.png)
The system will verify the details on your file, e.g. All account codes exist, and all category codes exist
If all is OK, the file will be imported and all respective debtor accounts updated accordingly.
If errors are received, these will be listed.
Make the necessary corrections on your import file and resave the file
Then retry the import as per the above process
# Credit Reason
To be able to select a credit reason on credit notes credit reasons applicable to your business needs to be created first
To add or edit a credit reason go to:
**Debtors module> Configuration> Add. Debtor Properties> Credit Reason**
Click the tab Credit Reason
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/lKiimage.png)
Click Add to create a new Credit Reason
Enter a Code and Description
Click Save and close or,
Save and New to add another Credit reason
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/zh7image.png)
Once all reasons have been setup, this will allow the user to select the applicable reason for the credit note when capturing a credit note.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/fktimage.png)
# Shipping Terms
To be able to select shipping terms on sales documents, the respective options need to be setup
To add or edit a shipping term go to:
**Debtors module> Configuration> Add. Debtor Properties**
Click the tab Shipping Terms
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/hroimage.png)
Click Add To create a new Shipping term
Enter a Code and Description
Click Save and Close or,
Save and New to add another Shipping Term
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/aHnimage.png)
if you have a particular shipping term that us used majority of the time, you can set this term as a default. The default shipping term will then pre-populate on sales documents
The shipping term is found on sales documents > Shipping tab
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/XP4image.png)
# Shipping Methods
To be able to select shipping methods on sales documents, the respective options need to be setup
To add or edit a shipping methods go to:
**Debtors module> Configuration> Add. Debtor Properties**
Click the tab Shipping Methods
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/28Iimage.png)
Click Add To create a new Shipping Method
Enter a Code and Description
Click Save and Close or,
Save and New to add another Shipping Method
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/yjZimage.png)
The shipping method is found on sales documents > Shipping tab
Click the Details button
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/p7Jimage.png)
# Payment Terms
Debtors will typically have account terms such as COD, 30 days, 60 days etc. for accounts to be settled.
There are however instances where you may wish to allow an exception to these terms and apply special payment terms for specific purchases or you may have certain pre-defined custom terms. in such cases you can use the payment terms option.
To add or edit payment terms go to:
**Debtors module> Configuration> Add. Debtor Properties> Payment Terms**
Click the tab Payment Terms
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/MLIimage.png)
Click Add (To create a new Category)
Enter a Code and Description
Click Save and close or,
Save and New to add another Payment term
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/ljfimage.png)
These payment terms options can be found on the sales documents, shipping tab
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-11/ySZimage.png)
# Quote Template Setup Menu
# Quote Template Search
Quote template search allows a user to find quotes that have been re-used.
**Debtors Module> Configuration> Quote Template Setup**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/VTSimage.png)
| **Template Description** | Search by entering the description of the quote template, if that is left blank, the system will pull out the entire quote template |
| **View button** | To view the quote template |
# Debtors Group Matrix Discount Menu
# Debtors Group Discount Matrix Setup
You can use the Debtor Discount Matrix to set up a discount structure for specific debtors by product brand
This can be setup per a specific product group or various product groups that make up a product Brand
Example:
The brand may be: Matrixs
And Matrix may then have various groups such as Perms, Color Sync, Haircare
You can setup the discount Matrix either on the group level or the entire brand
To set this up:
1. Setup the various discount structures
2. Apply the discount Matrix to the Debtor
Setting up the Discount structure:
**Go to Debtors Module > Configuration> Debtors Group Matrix Discount**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/IA6image.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/YTbimage.png)
---
#### Debtor/Customer Group Setup
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-12/7TSimage.png)
The description of the discount matrix is not necessarily the product brand. It is ideally the debtor/ customer name. so if you need to edit the discounts at a later stage, it is easy to identify the specific matrix you wish to edit.
| **Code** | Enter a code for the discount matrix |
| **Description** | Enter a description for the discount matrix |
| **Active** | Put the tick to activate the discount matrix |
---
#### Item Group Setup
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/Xi9image.png)
| **Group Code** | Select the required Group code |
| **Discount Percentage** | Enter the discount percentage |
| **Lock Pricing Override** | This will enforce the discount matrix on the line even though the stock item is locked for pricing |
##### Lock pricing override
This will override the Lock Pricing set against the item and apply the group discount to the item.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-08/Fzvimage.png)
---
##### Multiple item groups
If adding multiple item group: Select the next Group Code and the required percentage discount
Continue until all the discounts have been added for that specific brand Groups
Note: You do not have to select the groups that do not have a discount. The system will apply the default prices for these products.
By the time you are done, you should now have all the product groups you added a discount for listed in the grid with the respective discount percentage.
If you have an instance where multiple customers receive the same discount structure, you need only setup the matrix once and apply the same discount matrix to the various customer. You may wish to rename the matric description though: Eg. VIP clients instead of a specific customer name.
Click Add to add another matrix which will be for a different customer at different discount percentages, or different product groups
Select the Required Group codes and enter the respective discount percentage
Continue in a similar manner you did above until all the required group codes have been entered with the discount.
---
#### Applying the Matrix to the debtor
**Go to Debtors Module > Configuration> Debtor setup**
Search for the required debtor
Double-click the line on the grid to edit the debtor setup
Click the Accounts Tab
Select the required discount Matrix from the drop down
This will conclude the discount Matrix setup.
Any new invoice done for the debtor/ customer where you added a discount matrix for, will now automatically pull through the respective discounts for the product groups added on the matrix.
After the setup is complete, request the sales consultants to sync the Webatar Mobile app so that the discounts are available on the APP. This way, when they do order for these clients, the discounts will also pull through automatically.
For the discount matrix to pull through from order done by the sales consultants on the APP, they will have to press the “Discount“ Button on their devices before syncing the orders to the main system.
# Print Linked Debtors
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/69kimage.png)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/rwCimage.png)