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. 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.  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. Add or Edit Customer Contact Person Details  Debtor or Customer Fields  Name Enter the contact person's first name  Surname Enter the contact person's surname Post Title Enter the contact person's work title  Telephone Enter the contact person's work telephone number Cell Phone Enter the contact person's work or personal cellphone number. This is optional Additional Number Enter the contact person's additional telephone number or cellphone number if applicable Category This drop-down menu facilitates the selection process based on the contact person's categories that have been added to the drop down.  Email Address Enter the contact person's email address.  The email address is compulsory to be able to send communication from the system  Title Select the contact person's tile on the drop down  Gender Select the contact person's gender on the drop-down menu ID Number Enter the contact person's identity document if applicable  This is optional Contact Image  Select the contact person's image if added to the list of attachments Date of Birth Enter the contact person's date of birth if applicable Fax Number Enter the contact person's fax number if applicable No Email Reason If a contact person has given a reason for not wanting to be included to the mailing list, write down the reason why before clicking on do not bulk email.  Contact Details Debtor or Customer Tick boxes Tick boxes are pretty simple to use. If the box is ticked this means yes and if a box is not ticked this means no.  South African ID Put a tick if the contact person has provided a South African Identity Number. Active Put a tick if the contact person is active Statement SMS Put a tick if a contact person should receive statements via SMS Debit Order SMS Put a tick if a contact person should receive debit order notifications via SMS Do Not Bulk Email Put a tick if the recipient does not want to receive bulk emails. Remember to put a note confirming why the recipient does not want to receive bulk emails.  If you do not put a reason, then the system will ask for a password. Statement Email Put a tick on if you want the recipient to receive statements via Email Debit Order Email Put a tick if the recipient wants to receive debit order notifications via Email Document Email Put a tick if the recipient would like to receive documents from the system such as invoices and quotes via Email Contact Details Debtor or Customer Buttons e-Mail Allows user to send email directly from the system The email address opens up on a user's mailbox without having to leave the system Update Company The update company button allows user to update the company details Set as the default contact Make a contact person a primary contact This is the contact person that will appear on the documents and the details tab screen Update Documents Allows contact person to be updated on all open invoices  Edit or Add Contact Details Additional Tab Department Enter the contact person's department Salary Enter the contact person's salary Employment Date Enter the contact person's salary date Employer Enter the name of the employer Delivery Date Enter delivery date if applicable Deal Note Add any notes related to the contact person Division Add the division that the contact person belongs to Pay Type Add the contact person's pay type Pay Date Enter the contact person's pay date Activated Date confirm the activated date for a contact person Account Details Tab This is the account details information of the Debtor Because of our security you may want to lock down this tab to users if they do not have security access to the debtor. Default Currency If you are working with multi-currency customers, this allows you to select the default currency to work with on that customer. Note: Once the first transaction has been posted against the currency you cannot change the currency Pricing Level The dropdown only shows pricing structures setup under System Configuration Module Discount This field is only used as an information indicator of what discount rate you would discount the customer for Discount Matrix Select the correct type of discount for a customer or debtor on the drop down Rating Open text box to comment on the customer example Excellent Rating, Good rating Statement type Select the correct statement type on the drop down Exclude from Bank Exports Put a tick on if a user should be excluded from bank exports By default this check box is unchecked. When exporting Debtor Details, Transaction Details or Debtor Age Analysis to text files via the Bank File Export facility found under Debtor Report List. This check box will either include or exclude the debtor into the exported data. On Hold Tick Put a tick on to put the customer on hold On Hold Reason Add a reason why the customer is put on hold Legal Handover This is when you give the account to lawyers due to the account not being paid.  Enable Statement Note This will allow a user to put a note by putting a tick in a box Statement Note This is a note that a user can add to the debtor's statement Statement Stationery This is usually a copy of a statement customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.  Overdue The amount that is in arrears Last Payment & Date Shows, when last the account, was settled Last Invoice & Date Shows when last the customer was invoiced Ageing This is selecting on date of the statement or date of the invoice Account terms Select the terms of your customer in the drop-down Tax Type Select the correct tax type on the drop down Payment Terms Select the correct payment term on the drop down Enforce Credit Limit Putting a tick in, will be enforcing a credit limit or it could be just an indicator Credit Limit This is a field to enter the credit limit of a customer. This field is only used as an information indicator of what interest rate you would charge the customer for overdue accounts T/C Invoice Select the right terms and conditions that should reflect on the customer or debtor's invoice T/C Credit Note Select the right terms and conditions that should reflect on the customer or debtor's Credit note Quote Template It’s a copy of a completed quote This is usually a copy of a quote customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.  Sales Order Template This is usually a copy of a sales order customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.  Invoice Template This is usually a copy of an invoice customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.  Credit Note Template This is usually a copy of a credit note customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.  Delivery Note Template This is usually a copy of a delivery note customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.  Delivery Note 2 Template This is usually a copy of a delivery note 2 customized for a debtor or customer based on their needs. It usually has minor changes to the original copy used across the system.  Buttons Hand Over Details This is where a user puts the details of why they are handing over a debtor or customer Interest Setup Where the interest against the customer or debtor is setup General Details Tab This is a designated area for debtor or customer banking details. Account Type Select the kind of account on the drop down Account Holder Name the account holder in most cases if it is a company account, the account holder is usually the name of the company Bank Add bank name of a debtor or customer Account Number Debtors account number Account Type of account that the debtor holds i.e. Current account Branch Branch code of the particular bank that the debtor or customer uses Branch Code Add Branch code Swift Code Add swift code - this is a unique code for every bank IBAN Add the debtor or customer's international bank account number Debit Order When putting a tick in the box, allows a debit order Debit order Day The day the money will be debited from a customer’s account Once Off Debit Order the debit order can be done once or by putting the tick in the box or continuously without a tick Duration The period that debit order should be deducted for. This is usually in months Instalment The amount to be deducted from the bank every month Plan ID Add plan ID Repayment Add how much needs to be paid Activation Fee Add the amount to activate the debit order Credit Card Number Add the debtor's or customer's credit card number Expiry Date Add credit card's expiry date Security Code Add a card verification value (CVV) is a 3 or 4 security code usually found at the back of a credit card Employee  Category Select the employee category on the drop down BankIT Intelligence Keywords Add keywords for a statement to remember the debtor or customer  Exclude from BankIT Add a tick if the debtor or customer should be excluded from BankIT Buttons Load Card Details Click on Load Card details to add credit card details Update Card Details Click update Card details after adding credit card details. Statutory Tab The fields on the statutory tab can be altered to fit the organisation's needs. These requirements may vary depending on your jurisdiction and the nature of your business.   Company Reg Number Add debtor or customer company registration number  Income Tax Number Add debtor or customers' Income tax VAT Number Add the customer or debtor VAT/GST number UIF Registration Number Add debtor or customer UIF Registration Number PAYE Registration Number Add debtor's or customer's pay as you earn number WC Registration Number Add the debtor or customer's work compensation number SDL Registration Number Add debtor's or customer's skills development levy number BEE Accreditation Level Select the debtor's or customer's BEE accreditation level on the drop down Route   Other Registrations If a company has multiple company numbers they can be added on the registrations fields Target for the Year The targetted amount for the financial year-end Registration Date Add registration data BEE Score Select the correct BEE score on the drop down Annual Returns Add actual SARS returns Year End Date Select financial year-end date on the drop down VAT Category Select the correct VAT/GST number on the drop down Info Tab Info Tab is mainly used for document passwords.  Information Add any additional information regarding documents Sync to Web Shop Put a tick if details debtor's or customer information needs to sync to Web Shop Inter-Company Account Put a if a debtor or customer has an Inter-Company Account Limit Branches Put a tick to limit branches External ID Add debtor or customer ID if applicable Commission Invoice Choose the right commission for the invoice  Choose between item commission percentage or Item commission rate. PDF Quote Password Add a PDF Quote password This password will be used by a debtor or customer to open a PDF Quotation document on their side  PDF Sales Order Password Add a PDF Sales Order password This password will be used by a debtor or customer to open a PDF Sales order document on their side  PDF Invoice Password Add a PDF Invoice password This password will be used by a debtor or customer to open a PDF Invoice  document on their side  PDF Credit Note Password Add a PDF Credit Note password This password will be used by a debtor or customer to open a PDF Credit Note document on their side  PDF Statement  Password Add a PDF Statement password This password will be used by a debtor or customer to open a PDF Statement document on their side  SMS Invoice Put a tick on to SMS invoices Cell 1 Put a primary cell number to SMS invoices Cell 2 Put a secondary cell number to SMS Invoices SMS statement Put a tick to SMS statements to a customer or debtor Cell 1 Put a primary cell number to SMS Statements Cell 2 Put a secondary cell number to SMS Statements 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. Activity Tab The activity tab helps a debtor or customer to view all activities against a debtor or customer. Put a tick on any activity that you want to show on the grid for example if you only want to view reminders and memos only put a tick on reminders and memos.  Order by Select the order you want to view grid by Date From Select state date Date To Select to date Time Logging Tab Time logging Tab streamlines the management of time and travel dedicated to debtor or customer-related activities and projects. Charge Travel Fees Tick if Travel Fees are to be charged Charge Toll Fees   Tick if Toll Fees are to be charged Travel Bill Type Select either Distance or Time Charged Distance Rate A distance value to be used in the calculations of a traveled billing value Travel Item Select the appropriate inventory item for travel Toll Fees Item Select the appropriate inventory item for toll fees Toll Value type the amount for tollgates Non Billable Put a tick if billable GPS Longitude Measures the distance going east or west Contract Select a contract for the debtor or customer Task Select the desired task Billing Rate Select the desired Billing Rate Potential Billing Rate  Select the potential billing rate on the drop down Service Item Select the correct service item on the drop down Time Rate A time value to be used in the calculations of a time travelled billing value Time Travelled Time duration of the journey Distance To  Enter the ending distance GPS Latitude Measures the distance going North or South Grid A list of Timelogs against a debtor or customer Keyboard quick keys Quick keys help access functions using the keyboard Used with Alt + Letter 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.