Debtor Form

Card Code

The customer's card code. The customer's name and address will be displayed under the Card Code field. Hover over Card Code and it will become a hyperlink which will open the cardfile of the entry here.

Date

The date of the entry. The default is today's date (displayed in black text). This date can be changed, in which case it will be displayed in red text.

Note: Once a different date has been entered for the day, the same date will appear each time when entering further transactions, however this can be changed.

Type

The type of entry – payment, prepayment, refund, bad debt, discount, account fee, debtors adjustment up or down and creditors contra.

Note: When entering a prepayment, a Job field will appear so you can choose the job to allocate the prepayment to:

Payment By

Payment type – cash, cheque, etc. This field is only displayed when the transaction type is Payment, Prepayment or Refund.

Note: Once a Payment By type has been selected for the day, the same type will appear each time when entering further transactions, however this can be changed.

GL Acc.

Select the general ledger bank account for this transaction.

Cheque No

This field is only displayed/used when the transaction type is Refund. It shows the next available cheque number, depending on the general ledger bank account.

Amount

The amount of the transaction.

Tax

This field only appears when entering a debtors adjustment up or down. Use the drop down list to select the appropriate tax code.

Comment

Enter a comment for the transaction. Note that some transactions (ie. debtor/creditor adjustments) require entry of a comment.

Note: Entries in this field will appear in the Comment section of the payments grid.

Follow Up

This field is normally blank, however if a note or comment was recorded for this customer it will appear here in black text. If that was not followed up by its due date, the date shown will be coloured red. Click the ellipsis [...] on the right of the field to add a note.

Credit Limit $

The credit limit for this customer as set up in their cardfile.

Amount Overdue

The total of any invoices which were not paid within the period set by terms in the customer's cardfile.

Amount Owed $

The total amount owing on this customer's account, current and overdue, before any credits.

Credit $

The balance of any credit entries that are not yet applied to an invoice

Prepayments $

The balance of any prepayments that are not yet applied to an invoice.

Account Bal. $

The total balance outstanding for the customer's account, including any credits or prepayments not applied to invoices.

Account Bal. $

The total balance outstanding for the customer's account, including any credits or prepayments not applied to invoices. This field is always displayed in the home currency.

GL Acc Bal

The general ledger account balance when entering refunds or debtors adjustments up or down. This field is not usually shown for other transaction types.

View Transactional Journal

View the the Transaction Journal for the selected line.

Change Payment Details

Provided the payment has not been banked or reconciled, the payment type can be changed here.

Note: You cannot change payment details on refund transactions. If you need to change details for a refund, it is best to cancel the refund in the cheque book and reprocess with the correct details.

Expand

Expand the line to see all entries

Collapse

Collapse entries to show only the line.

Expand All

Expand all lines.

Collapse All

Collapse all lines.

Export Data

Exports data from the grid to a spreadsheet file.

Print

Print the list.

Print Preview

Preview the list to be printed.

Copy

Copy the cell selected.

Copy Row

Copy the row selected.

Copy All

Copy all, which can then be pasted into a spreadsheet