Debtor Maintenance

Debtor Maintenance

This is to maintain debtor account.

Go to A/R > Debtor Maintenance

Debtor listing will be displayed.

Click on Create a New Debtor,

Control Account: choose the control account for this debtor

Debtor Type: select a debtor type (for report filtering purpose). Debtor Type is maintained at General Maintenance > Debtor Type Maintenance

Company Name: key in the company name of this debtor

Registration No.: key in the company's registration number

Debtor Account: you may key in the account number for this debtor; OR click on '+' sign to auto generate debtor number; the format of debtor account number is set at Tools > Options > General > Account Code Format.

Active: means this debtor is allowed for transaction.

Group Company: if this is checked, it means this debtor account is the control account of a group company; this debtor account will be allowed to be chosen as control account (appear as one of control accounts in Control Account field of this screen) for other debtors. This account will not carry any transaction/entries (just like Debtor Control account), and it functions just like a parent account.

Example: 300/0000 Debtor Control Account

300/GABB General Trading Berhad (marked as Group Company, control account is 300/0000)

300/GAB1 General Marketing S/B (control account is 300/GABB)

300/GAB2 General Production S/B (control account is 300/GABB)

300/N00A Normal debtor account A (not marked as Group Company, control account is 300/0000)

300/N00B Normal debtor account B (not marked as Group Company, control account is 300/0000)

Invoices will be billed to sub-accounts respectively, you may view statement of separate sub-accounts and the Group account (look into More Options); the Group account will appear as parent account in Balance Sheet.

Group company is not the same as branch maintenance (which only shows different delivery addresses).

General tab

Billing Address: key in the address for billing purpose

Delivery Address: key in the address for delivery purpose

Area: assign the area (for report filtering purpose). Area Code is maintained at General Maintenance > Area Maintenance

Email Address: key in email address... will be used in Debtor Statement (send batch mail attach with PDF file)

Website: key in the website if this debtor (if any)

Attention: key in the name of the person to be addressed

Business Nature: key in the nature of business of this debtor

Agent: assign sales agent (for report filtering purpose). Sales agent is maintained at General Maintenance > Sales Agent Maintenance

Currency: assign currency (if Multi Currency module is enabled). Currency code is maintained at General Maintenance > Currency Maintenance

Statement Type: choose either Open Item (each of the outstanding transactions will be displayed on statement report), Balance Forward (only the brought forward lump sum will be displayed according to report date), or No Statement (no statement will be issued to this customer). If 'Open Item' is selected, you still may change to Balance Forward during billing transaction.

Aging on: determine for the aging report either the outstanding amount will be shown in the month of its invoice date OR its due date. E.g. Invoice date is 01 July and the credit term is 30 days, for Aging On Invoice Date, the outstanding amount will appear in July's aging; for Aging on Due Date, the outstanding amount will appear in August aging report (the month it was due)

Credit Term: assign credit term (for aging report purpose). Credit term is maintained at General Maintenance > Credit Term Maintenance

Credit Control: to set credit control policy whether to block, or suspend, or need password when credit term and limit is violated.