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Debtors Module map

The Debtors Module manages the complete customer receivables process, from quotation and sales order entry through to invoicing, payment allocation, collections, customer analysis, and financial reporting. It provides sales staff, accounts receivable teams, and management with the tools required to control customer accounts, monitor outstanding debt, and improve cash flow.

Debtors Module.png

Debtors Module - Menu Item Explanations

Configuration
Menu Item Description
Debtors Setup Defines the core configuration settings for the Debtors module, including numbering sequences, default values, and operational controls.
Debtors Properties Maintains company-specific debtor parameters such as credit control settings, statement options, ageing methods, and defaults.
Quote Template Setup Creates and maintains standard quotation templates used when generating customer quotations.
Debtors Group Matrix Discount Defines discount structures for customers based on debtor groups and item categories.
Sales Rep Item Group Template Assigns commission structures, pricing rules, or defaults between sales representatives and product groups.
Activity
Menu Item Description
Debtors Dashboard Provides a real-time overview of customer balances, outstanding accounts, sales activity, and key debtor indicators.
Debtors Journal Transactions Processes manual debtor journals to adjust customer balances, corrections, and transfers.
Debtors Cashbooks Records cash receipts, banking transactions, and customer payments.
Quotation Creates and manages customer quotations before converting them into sales orders.
Sales Order Captures customer orders for goods or services.
Sales Order Confirm Confirms approved sales orders and prepares them for fulfilment and invoicing.
Invoice Generates customer invoices from sales orders, deliveries, or service transactions.
Dispatch Stock Processes goods dispatches and updates inventory movements against customer orders.
Collect / Deliver Manages collection and delivery tracking activities for customer orders.
Credit Notes Creates customer credit notes for returned goods, pricing adjustments, or invoice corrections.
Allocations Allocates receipts, credit notes, and journals against outstanding customer invoices.
Allocation Decimal Journal Records rounding differences that can occur during allocation processes.
Interest Transaction Calculates and posts interest charges on overdue customer accounts.
Collections Assists with debtor collection activities and follow-up processes for overdue accounts.
Till Shift Manage Opens, closes, reconciles, and manages point-of-sale till sessions and cash drawer activities.
Analysis
Menu Item Description
Debtors Search Searches customer transactions, balances, invoices, and account information.
Customer Price Enquiry Views customer-specific pricing, discounts, and special pricing agreements.
Debtors Analysis Analyses customer sales, profitability, outstanding balances, and account activity.
Debtors Document History Provides access to historical debtor documents including invoices, credit notes, and statements.
Debtors Transaction History Displays a detailed audit trail of all recorded debtor transactions.
Dispatch Stock History Reviews completed dispatches and stock movements relating to customer orders.
Debtors Cashbook History Displays previous customer receipts, banking records, and cashbook transactions.
Document Management Stores and retrieves customer-related documents such as contracts, correspondence, and supporting files.
Manifest Reviews transport manifests and shipment documentation associated with customer deliveries.
Reports
Menu Item Description
Debtors Age Analysis Produces ageing reports showing balances outstanding by period (Current, 30, 60, 90+ days).
Statements Generates customer account statements showing transactions and balances.
Report List Displays all available debtor reports within the system.
Dashboard Display Provides visual dashboards and key performance indicators related to debtor activity.
Report Request Allows users to generate, schedule, and distribute debtor reports.
Debtor Aging Letter Produces reminder and collection letters for customers with overdue balances.

 

Debtors Workflow

Step Purpose
Configuration Configure customer account settings, quotation templates, discount structures, debtor groups, and sales-related defaults.
Activity Process daily customer transactions including quotations, sales orders, invoicing, cash receipts, allocations, collections, and credit notes.
Analysis Review customer activity, outstanding balances, pricing information, transaction history, document records, and stock movement information.
Reports Generate debtor ageing reports, customer statements, collection letters, dashboards, and management reports to monitor receivables performance.

This structure follows the standard customer receivables process of Configure → Process → Analyse → Report, making the Debtors Module the central hub for managing customer accounts, sales transactions, collections, and cash flow within the Huge ERP system.

Debtors Module map.png

 

 

 

 

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