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For example, consider the diagram below. In the example below, Client 1 and Client 2 belong to the same parent company and each administer two cost centres. The parent company is linked to a debtor record (Debtor A). Client 1 is also linked to a debtor record (Debtor B). Invoices relating to supply of labour for Cost Centre 1 and Cost Centre 2 would be issued to Debtor B, as that is the lowest level debtor in the respective branch of the hierarchy. Invoices relating to supply of labour for Cost Centre 3 and Cost Centre 4 would be issued to Debtor A, as there is no client-level debtor in that respective branch of the hierarchy.
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Delivery Method | Description |
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Invoices/credit notes are printed and sent to the debtor. | |
Invoices/credit notes are sent to the debtor electronically via email. For this delivery method, one or more delivery contacts must be selected to determine to whom invoices/credit notes will be emailed. The list of delivery contacts includes the bill to contact and all other client contacts who belong to the parent/client/cost centre entity to which the debtor is linked. The list of delivery contacts also includes an Order By Contact option to allow emailing to the client contact who is the site contact person on a job order. However, this contact will only be emailed invoices/credit notes if the data group on the set of invoice details is Order by Contact, Job or Order By Contact and Purchase Order Number. It is also mandatory to select an email delivery method, which determines if invoices/credit notes are to be sent to email address 1, email address 2 or both email addresses, as defined on the contact details of the selected delivery contacts. The Order By Contact option applies to timesheet-based invoicing only. For manual invoices, each invoice item could be linked to a different job order and therefore a unique order by contact cannot be determined for delivery. Also, an invoice item on a manual invoice do not need to be linked to a job order and therefore an order by contact cannot be determined. | |
EDI | Invoices/credit notes are sent to the debtor via an electronic data interchange (EDI) process. Note that this is an invoice grouping method only and FastTrack360 does not provide any standard EDI integration. If invoices are to be delivered via EDI a client-specific integration is required or the reporting engine can be used to collect the relevant invoice data and generate the relevant output format. No Send |
eInvoicing | This delivery method is available for Australia and New Zealand only. Invoices/credit notes are sent electronically to the debtor via a method other than print, email or EDI. |
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an eInvoicing gateway, from which a debtor’s receipting system can download the document.
For this delivery method it is necessary to select the following:
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No Send | Invoices/credit notes are sent to the debtor via a method other than print, email or EDI. |
The delivery details also allow the following optional settings to be enabled:
Deliver Invoiced Timesheets – if selected, a copy of each timesheet that has been invoiced/credited will be attached to each invoice/credit note. Note that timesheet items from a single timesheet can be invoiced or credited on different invoices/credit notes depending on the time group and data grouping that applies to the debtor. This option will attach a timesheet to an invoice/credit note if one or more items on that timesheet are invoiced or credited on an invoice/credit note
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Invoice fees are subject to all taxes applicable to the debtor, as defined by the debtor billing details.
The system takes into account any invoice fees applied to the original invoice when a credit note is generated for a debtor. Depending on how a credit note is created, the system reverses or credits the debtor the invoice fee amount applied to the original invoice, where the entire original invoice is reversed or credited to the debtor.
Bulk Updating of Invoice Details
Whenever you edit the default invoice details, on saving your changes the system will prompt you to bulk update the changes you have made to all other sets of invoice details that are defined against the debtor the invoice fee amount applied to the original invoice, where the entire original invoice is reversed or credited to the debtor.
Bulk Updating of Invoice Details
Whenever you edit the default invoice details, on saving your changes the system will prompt you to bulk update the changes you have made to all other sets of invoice details that are defined against the debtor. For example, if you change the data group that applies to the default set of invoice details, you can choose to apply the same data group to all billing company-specific sets of invoice details that are defined against the debtor.
Debtor Billing Details
The debtor billing details define the debtor's credit limit and whether the debtor is currently in excess of their credit limit.
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The Credit Limit defined in the Billing Details is used to record the debtor's credit limit for information purposes only. The system does not enforce the credit limit automatically. |
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Warning – displays a warning message when front office staff attempt to create a job order that is billable to the debtor, warning that the debtor has exceeded their credit limit. However, job orders can still be created and submitted to timesheet.
Halt – prevents front office staff from creating job orders that are billable to the debtor.
Assigning either of these credit warning types to the debtor effectively flags the debtor as having exceeded their credit limit.
The credit warning type that applies to a debtor can be cleared when the debtor is no longer under a credit warning.
The debtor billing details also require a taxation number to be specified for each type of tax that is applicable to the debtor. The tax types that are applicable to the debtor depend on the country to which the debtor belongs and are applied to invoices that are issued to the debtor.
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The taxes that are applicable to a debtor’s country are configured under Billing > Maintenance > Taxation. For more information, see Taxation Maintenance. |
If the debtor is exempt from a particular tax, an Is Exempt flag can be set against the relevant tax type in the debtor billing details so that the corresponding tax will not be applied to invoices that are issued to the debtor. For example, if you change the data group that applies to the default set of invoice details, you can choose to apply the same data group to all billing company-specific sets of invoice details that are defined against the debtor.
Debtor Billing Details
The debtor billing details define the debtor's credit limit and whether the debtor is currently in excess of their credit limit.
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The Credit Limit defined in the Billing Details is used to record the debtor's credit limit for information purposes only. The system does not enforce the credit limit automatically. |
Where a debtor is deemed to have exceeded their credit limit, one of the following credit warning types can be manually assigned to the debtor:
Warning – displays a warning message when front office staff attempt to create a job order that is billable to the debtor, warning that the debtor has exceeded their credit limit. However, job orders can still be created and submitted to timesheet.
Halt – prevents front office staff from creating job orders that are billable to the debtor.
Assigning either of these credit warning types to the debtor effectively flags the debtor as having exceeded their credit limit.
The credit warning type that applies to a debtor can be cleared when the debtor is no longer under a credit warning.
The debtor billing details also require a taxation number to be specified for each type of tax that is applicable to the debtor. The tax types that are applicable to the debtor depend on the country to which the debtor belongs and are automatically applied to invoices that are issued to the debtor.
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The taxes that are applicable to a debtor’s country are configured under Billing > Maintenance > Taxation. For more information, see Taxation Maintenance. |
If the debtor is exempt from a particular tax, an Is Exempt option can be ticked against the relevant sales tax type in the debtor billing details. Where that is the case, when the billing company that is linked to the debtor billing details issues an invoice to the debtor, the exempted taxes are not applied to the debtor’s invoices.
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If multiple rates can apply to the same type of sales tax for the debtor’s country, there can be multiple records configured in Billing > Maintenance > Taxation for each respective rate (for example, VAT 20%, VAT 0%). Where that is the case, the Is Exempt option in the debtor billing details can be used to prevent the sales tax rate that is not applicable to the debtor from being applied to their invoices. |
Custom Fields
If your business requires additional information to be captured against debtor records, custom debtor fields may be configured to capture the relevant additional information. Some custom fields may be configured to be mandatory, in which case you will need to key in information into the relevant custom fields before you will be able to save the debtor record. Custom fields are configured in Maintenance > Custom Fields, and made available for ‘Debtor’.
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