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Debtors

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The Debtors function is used to create and maintain invoices to be send to Customers  for goods and/or services rendered.  The provision of goods or services is usually contracted via Customer (sales) Orders.

 

Once the name of the Customer is specified, the Invoice Header tab is used to add a new invoice by entering the static data specified on a Supplier invoice or to inquire on an existing invoice.  To add a new invoice, the user must enter an invoice number, invoice date and the currency in which the Invoice was rendered.

 

Qmuzik creates invoices automatically when the shipping transaction (Production to Customer) is performed.

 

The Invoice Lines tab requires the entry of the line number, invoiced quantity, unit price (or extended price) and tax amount.  Comments can also be entered.  Note that the entry of an invoice quantity greater than zero will only allow the linking of 'Purchase Order Receipts" on the "Invoice Links" tab.  If the rendered invoice relates to advance payments, additional cost or services, the quantity invoiced must be entered as zero.

 

Since the Customer Order function allows for both currency and unit of measure conversions, the Debtors function can accommodate such scenarios and no conversion is required when quantities or foreign currency amounts are entered for the invoice line.

 

The Invoice Links tab can only be accessed once an invoice line has been selected.  An invoice line needs to be linked via this tab before it can be regarded as a valid invoice line, since the link contains the actual source as well as accounting and settlement detail.

 

Where the type of link is specified as Additional Cost or Advance Payments, the selection of the Customer Order and Customer Order Line Number is mandatory. Advance payments is only allowed on invoices where the customer order line specifies that it is allowed.

 

Credits can be given through a credit link. A Credit link can be loaded as an independent link.

 

Where unit of measure conversion applies to a selected customer order line, the function will automatically convert the 'Invoiced Quantity' to a linked quantity in the ordered parts' base unit of measure.  Where a currency conversion applies to a selected customer  order , the function will automatically convert the invoiced amount in the foreign currency to an amount in the base currency.  This will be done by applying either the currency conversion as stated on the customer order line , or the buying conversion rate as defined on the Currency table.

 

The Settlement tab is used to view settlements made for a selected invoice line link.  The function displays the detail of the bank transfer or cheque payment.

 

The Link Reference tab is used to view details of the original source documents.

 

The Journals tab is used to view all journal entries per line or link.

 

The History tab is added to view all changes to a specific invoice and invoice line link.

 

INQUIRE

The user must have a security profile linked to the screen Debtors with an access allowed of Inquire.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Active Cutomers Only

If the active customers only are selected, the customers drop down box will only populate with customers from the external organization table with a status of active.

 

hmtoggle_plus1Capture Date

This capture date is populated from the debtor line link table where the organization is equal to the organization selected and where the invoice number is equal to the invoice number selected and where the line number is equal to the line number selected.

 

hmtoggle_plus1Credit Note

This credit note number is populated from the debtor invoice table where the organization is the organization selected and the invoice type is C.

 

hmtoggle_plus1Customer

It is populated with the customer name, trading status, organisation code, default contractual currency code, currency description and the currency symbol from the External Organisation and Currency tables.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory).

 

RELATED TOPIC: External Organisation

 

hmtoggle_plus1Invoice

This invoice number is populated from the debtor invoice table where the organization is the organization selected and the invoice type is I.

 

hmtoggle_plus1Invoice Number

It is populated with the invoice number from the Debtor Invoice table where the External Organisation is the same as the Customer selected.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory).

 

The invoice number is user defined or system generated depending on the setting Auto Numbering of Sales Orders on System Configuration Number Control

RELATED TOPIC: Customer Order Line

 

hmtoggle_plus1Pro Forma

This Radio Button can be selected to create and work with Pro Forma Invoices. A Pro Forma Invoice is an invoice of intend, that can be created to display the lines and quantities of a Customer Order you intend to ship. On Print Approval no Journals are been written and the invoice can still be changed to accommodate the available quantities or changed situation.

 

Change

The user must have a security profile linked to the function Debtors with an access allowed of Change.

 

The "Change" button is enabled when an existing line is selected.  When the "Change" button is clicked, the changes made are updated on the Debtor Line table.

 

You cannot change any information on the line if any invoice line links exist for this line.