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LILAC Document Help

Debtor Account

This document is used to input or edit debtor (customer) information stored in the database. Debtors are entities external to an organisation who may owe money to the organisation, normally as a result of invoicing followed by debtor receipt. Debits to a debtors account are usually represented by Tax Invoices. Credits are usually represented by cash receipts from the customer.

The debtor Key should adhere to a well disciplined alphanumeric structure. A "3+3" coding scheme would give Boral Masonry the Key BORMAS. Keys are created with the '*New Debtor' button from the ribbon.

Search by Key, F12 or Right Mouse Click

Search by Description, F5. *Mobile without spaces.

An entity may exist with a Key at Documents > Names And Addresses, for any period of time, prior to being entered as a '*New Debtor', using the same Key. All debtors are immediately visible at Documents > Names And Addresses.

Click '*New Debtor' from the Ribbon to create a new Debtor Key.

Delivery Key

If the Debtor has a different or multiple delivery addresses, type in a delivery Key or search for an existing one.

A debtor may have as many delivery addresses entered as desired. The most frequently used is shown here.

Tip: Multiple delivery addresses are conveniently administered using a key convention as follows - for example if the company name is ABC Trading Pty Ltd, the head office or billing address might be keyed as ABCTRA. If there are a number of sites or branches for delivery, such as Windsor, Toowong and Newmarket the keys would be entered as ABCTRAWIN, ABCTRATOO, ABCTRANEW respectively. When the main address is selected as the customer in a sales order, click with the right mouse button on the delivery field. This will present a list of available delivery addresses.

Banking Details

The Category parameter can be used for sales analysis and reporting.
Discounts using Categories may be set from Documents > Parameters > Discount Table.

Terms: Days within which payment of Tax Invoice is due.

0-29 -> 0-29 days from Invoice Date
30-59 -> End of month of Invoice Date + 1 month
60-89 -> End of month of Invoice Date + 2 months
90-119 -> End of month of Invoice Date + 3 months

Trading Terms note on Invoice
0 -> CASH ON DELIVERY
1-999 -> Days

0-29 -> 0-29 days from Invoice Date
30-59 -> End of month of Invoice Date + 1 month
60-89 -> End of month of Invoice Date + 2 months
90-119 -> End of month of Invoice Date + 3 months

Trading Terms note on Invoice
0 -> CASH ON DELIVERY
1-999 -> Days from End of Month

0 - 999 -> 0-999 days from Invoice Date



Trading Terms note on Invoice
0 -> CASH ON DELIVERY
1-999 -> Days from Invoice

Debtor Account

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Documents > Debtor > Account

Purpose: The Debtors Account Maintenance screen is divided in two sections by a black line. The data above the line is stored in Name & Address records. The data below the line corresponds to the actual Debtors Account. For a Debtor Account to exist, an entry must be made in at least one of the Debtor Account details field (located below the black line, ie Terms).

Delivery: The Debtors Account selection gives provision for additional Delivery addresses, with corresponding Name & Address keys. Multiple delivery addresses are conveniently administered using a key convention as follows - for example if the company name is ABC Trading Pty Ltd, the head office or billing address might be keyed as ABCTRA. If there are a number of sites or branches for delivery, such as Windsor, Toowong and Newmarket the keys would be entered as ABCTRAWIN, ABCTRATOO, ABCTRANEW respectively. When the main address is selected as the customer in a Sales Order, click with the right mouse button on the delivery field. This will pop up a list of available delivery addresses.

Domain: This field can be used to handle long email addresses that do not fit into the 42 character e Mail field. E.g. XYZinterioralterations@openspacedesigns.com can be handled by XYZinterioralterations@ in the email field, and openspacedesigns.com in the Domain field.

Key: *New Debtor from the ribbon, or search for an existing one.
Name: Type in the debtors name.
Delivery: If the Debtor has a different or multiple delivery addresses, type in a delivery Key or search for an existing one.
Terms: Type in the terms of payment offered to the customer eg: 30 days.
Settlement: Type in the settlement discount, expressed in percentage form, if applicable.
Credit Limit: Type in the limit of this customers borrowings. Any figure less than or equal to 0.0 is considered an unlimited account.
YTD Credit Limit: Year to Date credit limit. For re-setting credit limits through Reports > Debtors > Credit Limit.
YTD Sales: Displays accrued YTD invoiced sales. To reset this figure for a financial year go to: Reports > Debtor > Sales, mark the appropriate 'Reset YTD Sales' parameter, and run the report. (To recompute YTD Sales over a calendar year, check Calendar Year in: Reports > Debtor > Sales, + Reset YTD Sales, and run the report.)
Sales Exec: Type in the Sales Exec code responsible for this customer.
Carrier: Carrier company
Shipping: Shipping Instructions
Category: Type the category this customer belongs to.
Category2: Type the secondary category this customer belongs to.
Category3: Type in the tertiary category this customer belongs to.
Use Cat2 Address: Show the category 2 name and address on the sales tax invoice
Statement Debtor: Balances assigned to a head office or alternate debtor.
Price Number: This field is used to set the price number to be used for this customer. This number corresponds to the Selling Price code in the Product Master Record. This setting will force this specific price code to default when processing a sales order for this customer.
Discount Rate: Type in the discount rate, expressed in percentage form, if applicable. This discount is applied during the order entry stage. It can be overridden during order entry.
Prompt Terms: Type in this field to specify the days set for prompt payment.
Prompt Discount: Type in the appropriate prompt discount percentage.
Start Date: Type in the date that the customer first ordered through your organisation.
Direct To Bank: Tick this field if the customer deposits money directly to your bank account.
Stop Credit: Tick this field if you want to stop credit for this customer. When this is ticked, no sales orders can be proceeded for this customer.
Exempt: Click the left mouse button to check this box if the customer is not required to pay GST on sales eg: export sales.
Password: Type in a password for the customer so that they can shop using Active Server. If this password field is blank, they will not be able to place orders through Active Server.
Next Order: This field identifies the next order number, which increments as the sales orders are processed.
Turnover Class: Type in the turnover class that the debtor belongs to. This can be established automatically by running

Debtor Account

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Documents > Debtor > Account

Reports - Debtors - Classify By Turnover.
Debtor Notes: Type in notes about this debtor. These notes only appear here. There are also notes stored in the Name and Address Master Record.
Transaction Processing Button Description
Enquire: Select a debtor, then click the Enquire button (with the left mouse button). This will then take you to the General Ledger - Enquiry document, to view recent transactions. If more a more extended history is desired, use the General Ledger - Ledger Detail report.

From Here: Once the new debtor has been established in the database you are then able to do a Sales Order, Enquire or modify the information in the Debtor Account screen.