How to Create a Debtor

How to Define the Debtor Record Header Details

Navigate to Billing > Debtor and click Add.

The Debtor Entry screen opens.

2.

In the Country field, select the country to which the debtor is to belong if it is a country other than the country selected by default.

Otherwise, skip this step.

3.

In the Customer Type field, select the relevant option depending on whether the debtor is a parent company, client company or cost centre.

4.

Click the Select Customer button next to the Customer Type field.

The Search Hierarchy dialog box opens.

5.

Use the Search Hierarchy dialog box to select the relevant parent, client or cost centre.

The selected parent, client or cost centre name is displayed in the Customer Name field and a confirmation message is displayed, prompting you to prefill the debtor details based on the details of the parent, client or cost centre you have selected.

6.

If you want to prefill the debtor details based on the details of the parent, client or cost centre you have selected, click Yes. Otherwise, click No.

The message closes and, if you chose to prefill the debtor details, the debtor name, corporate identity number and address details are prefilled on the Debtor Entry screen depending on the customer type you selected and the amount of information that has been defined on the corresponding parent, client or cost centre you selected.

If you chose not to prefill the debtor details, no information is prefilled.

7.

In the Name field, type a unique name for the debtor if it has not been prefilled.

8.

In the Corporate Identity Number field, key the corporate identity identifier that uniquely identifies the legal business entity to which the debtor corresponds.

9.

In the Billing Department field, type the name of the billing department within the the debtor's organisation to which invoices are addressed. This field is optional.

10.

In the Remittance Office field, select the agency office from which remittance details will be sourced if remittance advice on invoices sent to this debtor will be taken from the agency office with which the debtor deals,
Skip this step if the address and contact details for remittance advice on invoices is to be sourced exclusively from the billing company that issues invoices to the debtor.

How to Define the Debtor Contact Details

Under the Debtor Details section of the Debtor Entry screen, click on the Contact Details tab to active it.

2.

In the fields beneath the Address Format Country field, type the billing address of the debtor.
The fields that are available will depend on the country that is selected in the Address Format Country field. For example, if the selected country requires a state to be specified then a State field may be available to display and select the state in which the user resides.

How to Define the Invoice Details

1.

On the Invoice Details tab of the Invoice Details screen, click the Edit button next to the Invoice Messages field.

The Select Invoice Messages dialog box opens, listing the pre-configured invoice messages that are available to be assigned to the debtor invoice details.

2.

In the Name column, tick each invoice message that is to be applicable to this set of invoice details for this debtor.

The invoice messages you ticked are selected.

3.

Click OK.

The Select Invoice Messages dialog box closes and the names of the invoice messages you have selected are listed in the Invoice Messages field on the Invoice Details screen.

4.

Next to the Invoice Terms field, click the Edit button.

The Select Invoice Terms dialog box opens, listing the pre-configured invoice terms that are available to be assigned to the debtor invoice details.

5.

In the Name column, tick each set of invoice terms that is to be applicable to this set of invoice details for this debtor.

The invoice terms you ticked are selected.

6.

Click OK.

The Select Invoice Terms dialog box closes and the names of the invoice terms you have selected are listed in the Invoice Terms field on the Invoice Details screen.

7.

In the Time Group field, select the relevant time group that will define the billing cycle for the debtor.

8.

In the Data Group field, select the relevant option depending on how items are to be grouped on invoices/credit notes issued to the debtor.

9.

In the Invoice Bill Code Group field, select the invoice bill code group that defines how bill elements are to be split onto separate invoices/credit notes for this set of invoice details.

Alternatively, skip this step if grouping of invoices/credit notes is to be purely by data group only.

10.

In the Document Format Group field, select the document format group that defines the invoice and credit note document formats that are to be used to generate invoices and credit notes that are issued to the debtor.

11.

In the Bill To Address field, select where the billing address for invoices/credit notes is to derived from. For example, if you select From Debtor, the billing address will be taken from the debtor’s contact details address.

How to Define the Invoice Delivery Details

On the Invoice Details screen, click the Delivery Details tab.

The Delivery Details tab is activated.

2.

In the Bill To Contact field, select the name of the client contact who is to be the primary contact regarding billing issues.

3.

In the Delivery Method field, select the preferred delivery method to be used to deliver invoices/credit notes to the debtor.
If you selected Print, EDI or No Send, proceed to step 13. If you selected Email, proceed to step 4.

4.

In the Email Delivery field, select Email Address 1 or Email Address 2 depending on which respective field from the Recruitment Manager client details record is to be used to source the email address(es) of the billing contact person(s). Alternatively, select Both in order to source the email address(es) from both the Email Address 1 and Email Address 2 fields.

5.

In the Delivery Contacts field, click the client contacts that are to be emailed invoices/credit notes in addition to the client contact selected in the Bill To Contact field.

You can also click the Order By Contact field to email invoices to the site contact person as defined on the job order that corresponds to the invoice/credit note. This will apply only if the data group for the debtor is set to Job or Order by Contact.

A tick appears next to the selected contacts who will receive copies of invoices/credit notes via email.

How to Define an Invoice Fee

On the Invoice Details screen, click the Invoice Fee tab.

The Invoice Fee tab is activated.

2.

Click Add.

A new row is added to the list of invoice fees that apply to this set of invoice details.

3.

In the Validity Start Date field, select the date from which this invoice fee is to apply.

4.

In the Validity End Date field, select the date on which this invoice fee is to cease being applicable. Alternatively, leave the end date blank if this invoice fee is to be valid indefinitely.

5.

In the Amount field, key the monetary value of the invoice fee.

6.

Repeat steps 2-5 if there are multiple invoice fees that are to apply to this set of invoice details.