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Debtors

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To add, change or delete on the Debtors tab, the user must have a security profile linked to the function External Organisation Debtors Maintainer with an access allowed of Add, Change and Delete.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Acceptance Criteria

It is populated with the inspection code and the description from the Inspection Criteria table.

 

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

 

Acceptance criteria, are instructions on quality verifications of items and actions to be taken before receiving these items into stock.

hmtoggle_plus1Account Code

It is populated with all divisional, balance sheet account codes and descriptions from the Account Codes table where:

 

The status is Active "A" and the status change date is equal to or less than today's date, or
The status is Suspended "S" and the status change date is greater than today's date, and
The account code setting "Debtors Control" is yes (1).

 

When the code is entered all the Debtors fields are enabled and the Debtors Clerk becomes mandatory. When the Independent Accounting checkbox on the first tab is unselected and a parent Organisation is entered, this field will be populated with the data from the parent and will be disabled.

 

Journals referencing this setting include the following:

 

Debtors Journal

Debtors Settlement Journal

hmtoggle_plus1Avail For Exposure

This is calculated as Total Exposure minus Current Exposure.

hmtoggle_plus1Cash Sales Only

This setting governs whether the selected External Organisation can buy on account.  When checked, it indicates that the customer will only be allowed to procure goods or services on a, Cash on Delivery (COD) basis.

 

The shipment of customer order lines will therefore only be permitted if a valid receipt number is specified as proof that the goods/services have been paid for.  A cash transaction will be forced on the Counter Sales function.

 

When unchecked, it indicates that a customer is permitted to procure goods or services on account and settle tax invoices at a later stage as per the agreed settlement terms.

 

Irrespective of the setting, such customers will be permitted to buy on a Cash on Delivery (COD) basis.

 

When the Independent Accounting checkbox on the first tab is unselected and a parent Organisation is entered, this field will be populated with the data from the parent and will be disabled.

 

RELATED TOPIC: Stores to Customer

hmtoggle_plus1Credit Limit

It is populated with credit limit from the External Organisation table.

 

The Credit Limit must be less or equal to the Organisation's Total Credit Limit.  The Credit Limit may also not exceed the Credit Limit Max (Debtors) as specified on System Configuration.

 

This value is applied at the time of shipping (Production to Customer) or (Counter Sales).  It limits the amount of unsettled debtor invoices.

 

The above validation is also applied when the unit price is up adjusted on a customer order line.  Credit limit checking can be set "off" by setting this field and the Total Credit Limit  field to zero.

hmtoggle_plus1Credit Rating

It is populated with credit rating from the External Organisation table (optional).

hmtoggle_plus1Current Exposure

This is the sum of all unsettled invoices and Open Orders against the selected Customer.

hmtoggle_plus1Current Unsettled

This the sum of all invoices not yet settled against the selected Customer.

hmtoggle_plus1Debtors Active

When checked, it indicates that the organisation is an active debtors and will therefore allow the placement of customer orders  and the performing of counter sales.

 

An organisation can only be checked as an active debtor if a valid debtor account code has been specified.

hmtoggle_plus1Debtors Clerk

It is populated with the surname, first name, middle initial, and employee ID from the Employee Master table where the status is Active "A" or Unavailable "U".

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory only if a Debtors Account Code is entered).

hmtoggle_plus1Default Output Tax Code

This field is populated with tax codes from the Tax Code table where Output Tax equals "yes".

 

When the Independent Accounting checkbox is unselected on the Static tab and a Parent Organisation is entered, this field will be populated with the data from the parent and will be disabled.

hmtoggle_plus1Default Sales Account

This field is populated with all accounts codes where the:

 

Account is active and
Account Code Status is Active and the Account Code Status
Chance Date is smaller than the current date or
Account Code Status is Suspended and Account Code Status
Chance Date is greater than current date

 

When the Independent Accounting checkbox is unselected on the Static tab and a Parent Organisation is entered, this field will be populated with the data from the parent but can be overridden.

hmtoggle_plus1Enforce Output Tax Code

This checkbox will only be enabled when the Default Output Tax Code field is not empty.

 

When the Independent Accounting checkbox is unselected on the Static tab and a Parent Organisation is entered, this field will be populated with the data from the parent and will be disabled.

hmtoggle_plus1Enforce Sales Account Code

This checkbox will only be enabled when the Default Sales Account field is not empty.

 

When the Independent Accounting checkbox is unselected on the Static tab and a Parent Organisation is entered, this field will be populated with the data from the parent but can be overridden.

 

This field is used to enforce the default sales account on sales functions.

hmtoggle_plus1Freight Terms

It is populated with the freight code and description from the Freight Terms table.

 

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

 

Freight Terms are used to describe the terms of delivery (dispatching and arrival points of goods).  All freight terms used are based on the rules of the International Chamber of Commerce (Incoterms).

hmtoggle_plus1Invoices Limit

Invoices Limit wil enable when the Credit Limit checkbox is checked.  The amount governs the total amount on all invoices of undelivered goods up to the amount indicated in this field.

 

The above validation is also applied when the unit price is up adjusted on a sales order line.  Credit limit checking can be set "off" by removing the check from the Credit Limit checkbox.

hmtoggle_plus1Settlement Term

These Terms determine the discount that will be granted if an invoice is settled within a specific time. This field is used to specify settlement related data such as discount, settlement days etc.  It defaults to the value of the Default Settlement Term setting on System Configuration.

hmtoggle_plus1Show

When clicked, the Credit Limit and Discount fields are calculated and populated.

hmtoggle_plus1Tax Exempt

It populates with Tax Entity Values from the Tax Interface System table.  This field is enabled if the Tax Policy setting on System Configuration equals 'V' for VAT.  If the Order line status is Released, selecting an Exempt Indicator is mandatory.

hmtoggle_plus1Tax Group

It is populated with tax groups from the Tax Groups table (optional).

 

This is used to group external organizations for tax purposes.  See also Tax Groups.

hmtoggle_plus1Tax Reason Code

This field is enabled if the Tax Policy setting on System Configuration is not equal to VAT (V) and the Tax Exempt indicator equals Yes (Y).  It populates with Tax Entity Values from the Tax Interface System table.

hmtoggle_plus1Total Credit Limit

Where the Credit Limit specified is only applied at the time of shipping, and where it limits the total amount of unsettled debtor invoices, the Total Credit Limit is already applied at the time of sales order entry.

 

The value for this field must be greater than or equal to the Credit Limit may not exceed the value of Credit Limit Max (Debtors) specified on System Configuration.  It governs the total amount of outstanding sales orders that are allowed for the customer.

 

At the time of sales order entry, the system will calculate the value of all customer order lines not yet shipped (via the Customer Order and the Sales Order Wizard functions), plus unsettled debtor invoices validate whether the total exposure is within the constraint as specified for this field.  The calculations include, value added tax (vat).  If the total credit limit equals $1,000,000, the External Organisation credit limit is in fact $1,000,000 minus vat.

 

The above validation is also applied when the unit price is up adjusted on a customer order line.  Credit limit checking can be set "off" by setting this field and the Credit Limit field to zero.

hmtoggle_plus1Trade Discount Percentage

Trade Discount is the discount per transaction agreed on when the purchase takes place. It is populated with the default credit trade discount from the table External Organization (optional).   The maximum trade discount percentage is 99.99%.

 

Trade Discount % is used by the Released Purchase Order Generation function.

 

The Trade Discount % will be defaulted from the External Organisation table to the Released Purchase Order Generation function unless a buying record is loaded for the part from the External Organisation Parts table. In the case where a buying record is loaded, the Trade Discount % will be defaulted from the buying record.