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Using TurboCASH

 







DEBTOR (CUSTOMER) ACCOUNTS
CREATE OR EDIT DEBTOR ACCOUNTS
  
This option is used to create new Debtor or Customer accounts to change the name, contact details addresses, messages, accounting information and terms of an existing account, or to delete an existing account. You need to create your Debtors Accounts when you start to use TurboCASH and you had Debtors or Customers on your previous accounting records. To take-on opening balances for your individual Debtor Accounts, it is recommended that you create a Sundry Debtors Account to take on your Opening Balances in your Debtors Ledger.

If your business entity or organisation needs to sell goods and services on credit, it is important to establish whether a new customer is creditworthy. A customer who applies for a credit facility would normally fill in an application form for credit giving references and other necessary details. If you do not screen and verify the references and details of your new customer carefully, you may grant too much credit to the customer, which he cannot pay. A customer may even give you incorrect contact information, etc. You will end up with bad debts. You need to carefully look at the application form to determine the credit limit and agreement terms with your customer.

Once you start selling to the on credit customer, the customer is a debtor. The details of the new customer should be entered accurately, when you create a Debtor Account for the customer. If it is not entered accurately, you may find that the Statements may be sent to the incorrect address or that the Accounting Information is set incorrectly.

 

The account number must be entered - the rest of the fields are optional - but it is always a good idea to enter the name and address at least, especially if you will be using invoices or statements.

To create a new Debtor Account:
Click on the Edit - Accounts - Debtor menu option or press the and and and keys on your keyboard. The Debtors search facility screen and the Debtor Accounts (General Information tab) screen will be displayed.

Title bar. Close button - click to close or exit this screen. Click to create a new Account. Click to search for a Debtor Account. Click to delete a Debtor Account. Click to Save the data entered for a Debtor Account. Enter the Account code and name for the Cash Sales Account. Click to enter the delivery address and the statement message. Click to set the Accounting Information for the Debtor Account. Enter a new account number or select an existing account. Enter a Name for the Debtor. Enter the postal address. Enter the postal code. Enter the telephone numbers. Enter the fax number. Enter the E-mail address. Select a Contact or enter a name for a contact. Click on the OK button to save your changes and to select a Debtor Account. Click to close or exit this screen. Select a salesperson if you are generating documents from your Stock Item file and you have created Salespersons.

The account number must be entered - the rest of the fields are optional - but it is always a good idea to enter as much information as accurately as possible to manage your Debtor Accounts.
Press the button or click on the Close button to close or exit the Debtors search facility screen. Enter a six-digit Account Number. The Account Number must be prefixed numerically, followed by 5 alpha or numeric characters. As with debtors, the numeric prefix can be used to group debtors according to your requirements. For example, use the prefix 0 to differentiate the debtors from the creditors, followed by the first 5 letters of the debtorsí name or other number to suit your requirements. The following Confirmation screen will be displayed:


Click on the button. Enter the contact information or details (name, address, postal code, up to 2 phone numbers, Fax number and E-mail address) for the Debtor.
Select the Contact Person for this Debtor. The Contact person is the person with whom you will usually deal. If you enter a new contact name, which is not already created in the Edit - Contacts menu option, TurboCASH will display the following message:


Click on the button to enter the contact information (if different Fax, Telephone numbers or an E-mail address is entered than already entered). Click on the button, if the contact details are the same. You may also, at any time, edit or change the Contact Information on the Edit - Contact Person menu option.
Select the Salesperson, if you have already created or added your Salespersons in the Setup - System Parameters - Salesperson menu option.
Click on the Statements tab to enter the Delivery Address if it is different to that of the Address already entered on the General Information screen. You may also enter the Statement Message, for the specific Debtor Account.
Click on the Accounting Information to enter or change the Account Disabled option, Open Item processing option, Due days, Credit Limit Charge Amount, Tax Reference number, Discount, Interest percentages and to select Selling Prices, select the Bank Account Type and Number, select Debtor Reporting Groups 1 and / or 2 and to set the Default Account.

If you wish to change any of the information or details, you may select the Debtor account and change the details.

If you process documents (Invoices, Credit Notes and Quotes) for your customers or debtors, in the Input - Documents menu option, TurboCASH uses the Stock Item file for the transactions on these Documents. Since not all of your Items are sold on credit, you need to create a Cash Customer Account.

If you set up Point-of-Sales system, you need to select default Cash Sales Account, which will be used to Invoice those customers who buys goods and pays cash or by cheque or by credit card.