Setting up a Debtor and Creditor
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/ debtor's 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 arrow facilitates the selection process based on the debtor's categorization within their respective region. |
| Category | This drop-down arrow 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 |
| 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 arrow 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 selection |
| 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. |
Original Content - Click Here
Add Creditor
Adding or editing a new Creditor / Supplier.
This has many tabs and sections to be filled in.
To create a new Creditor or edit and existing Creditor:
Go to: Creditors Module> Configuration> Creditors Setup
To edit an existing Creditor, click the Edit Button or to add a new Creditor Click the Add Button
Details Tab
In this section add the basic information for the Creditor
Minimum details are Creditor Code and Name
| Creditors Code |
Create a unique code that identifies the supplier/creditor. The Code field can be Alfa Numeric. Recommend: If using only numbers for the code, do not start the code with the number zero (0), as this may cause complications when exporting data.
|
| Name |
Enter the name of the supplier/creditor. This will ideally be the registered name of the Creditor. The Name field can be Alfa Numeric and over 500 Characters long |
| Short Name | This is essentially a shortened form of the supplier company name, e.g.: ABI |
| Contact Person | This is a drop down and only shows contact Names which has being entered from the Contact Persons tab: A default contact person can be added against the Supplier |
| Website | Enter the website address for the Supplier |
| Registration No | Enter the registration number for the Supplier |
| VAT Number | Enter the VAT number for the Supplier (if applicable). |
| Creditor Image |
This drop down will only shows Images which have being uploaded as attachments. Select an image for the creditor to show on the right |
Tick the boxes “Print Statement and Email Statement. This allows for statements (Remittance Advise) to be generated and emailed directly to the Creditor/ Supplier.
| Active | Indicates and sets the Creditor as an active creditor. Should you no longer deal with the particular Creditor and do not want to see the creditor on searches, then remove the tick on this box |
| Sync to Mobile | This tick allows for the particular Creditor to be sync to the Webatar Mobile App |
Creditors can be categorized by using one or more of the following fields:
Division, Region, Creditor Type, Creditor Status
These fields are user defined as such options can be added to suite your companies specific requirements.
| Division | Could be used for differentiating creditors specific to different branches of the organization |
| Region | Could be used for Geographic region the creditor is located |
| Our Account No. | |
| Comment | |
| Acc Manager | |
| Creditor Status | |
| Creditor Type | Could be used for the type of supplier, i.e. Raw Materials, Consumables, etc. |
| Clearing Agent Tick | |
| Forwarding Agent Tick |
Once you have entered the above information, click the save button for the Address and Contacts Tabs to be activated.
Note: All the above fields are not mandatory by default. The creditor Code and Name are minimum requirements
Attachments
In this tab we allow for unlimited amount of uploads of documents to be attached to the Creditor. You can attach pictures, Excel sheets, Word and PDF Documents and any file you wish.
When you click on the Attachments Button the following will come up. You can then drag & drop or upload any documents required.
Memo
Should there be any information or comments related to the Credit that you wish to note for users to access and be aware of, you can enter this information on the memo note
Memo notes are Date and time stamped and also logs the user how added the Memo
Address Tab
Fill in the Physical, Postal and Delivery addresses in the Address Tab. There are buttons called “Same as Physical” etc., once the Postal area button is clicked, it will copy all the details from the Physical Address to the Postal address.
The system also allows the entering of multiple Delivery addresses. All addresses created can be selected at the time of the documents i.e. Purchase Orders.
| Physical | Physical address default setting |
| Postal | |
| Delivery | |
| Default Address | This can be selected to be used whenever a document is created, you can override the address selection at the document level. |
| Address Line 1 | |
| Address Line 2 | |
| Address Line 3 | |
| Address Line 4 | |
| Address Postal Code | |
| Country | |
| GPS Coords | |
| Plus Code | |
| User defined address grid |
| Same as Physical | |
| Same as Postal | |
| Same as Delivery | |
| Copy to All | |
| Get Coords | |
| Lookup Coords |
Contacts Tab
In this tab you can create all the relevant people who work for this company, including all their details.
| View button | to view the contact |
| Add button | to add a new contact |
| Edit button | to edit the contact |
| Delete button | to delete the contact person |
| Show All Tick |
| Telephone 1 | |
| Telephone 2 | |
| Fax | |
| Mobile No | |
Enter the contact persons First Name, Surname, Contact Numbers and email address:
You can add the addition details if preferred
If the particular Contact person being added is the default contact for this particular Creditor, you can click the Update Company and Set as Default button, which saves you from recapturing these details as default contacts
| Receive Remittance |
Ticking this box implies that the particular Contact can receive remittance advises when emailed from the system. |
Recommended that the contact person’s email addresses are captured as this will save the
User from manually having to type the email each time documents are emailed from the system.
Original Content - Click Here
No Comments