Debtors

From aeonscope

Debtors database records the Invoicing and Payments of debts from your customers.

Debtors interfaces directly with the General Ledger module, so you can print Profit and Loss statements at any stage without waiting for batch uploads or transfers. Transactions can be posted into any open General Ledger accounting period, including future ones, and even between financial years.

Enquiries include complete Transaction history for a Debtor, Order or Invoice and a view of journals created in the General Ledger. You can view what is outstanding for a Debtor, and drill down to as much detail as required.

Reports Available:

• Trial Balances (as at a particular date and grouped by Debtor Terms eg. Monthly, COD, 7 or 14 Days)
• Statements (as at a particular date, and can be customised to suit your letterhead)
• Order Summary (for a date range, debtor, work centre, department)
• Invoice Summary
• Credit Note Summary
• Receipt Summary (Daily Banking)

All reports can be previewed on screen prior to printing and you can export to Microsoft Word & Excel, HTML, Text and other file formats such as CSV (Comma Separated Value) and Tab Delimited.

Contents 1 Debtor Icons 2 Debtor Terminology 3 Invoicing 3.1 Finding an Existing Invoice 3.2 Creating a New Invoice 3.3 Editing an Invoice 3.4 Viewing Invoices 3.4.1 Has this Invoice Been Paid? 3.4.1.1 I have the Invoice Number 3.4.1.2 I know the Debtors Name 3.5 Invoicing Report 3.5.1 Summary Report by Date Range 3.5.2 Summary Report by Invoice Number Range 3.5.3 Summary of Invoiced Jobs by Work Centre 3.5.4 Generate Invoice Printouts 4 Credit Notes 4.1 Creating a New Credit Note 4.2 Viewing and Printing Credit Notes 4.3 Credit Note Reports 4.3.1 Summary Report by Date Range 4.3.2 Summary Report by Credit Note Number Range

Debtor Icons

New

View

Edit

Reports

Clear

Save & Exit

Cancel & Exit

Search/Lookup

Begin Search (in the Lookup windows)

Stop Search (in the Lookup windows)

Calendar popup

Edit description

Transaction History (in the View windows)

Preview of Printed form (can be exported)

Print

View Invoice History

View Journal entries

Debtor Terminology

• Debtor - a Contact who purchases goods or services from your company. Also known as a Customer
• Invoice - A request for payment for goods or services supplied
• Invoice No. - the alpha-numeric number identifying the Invoice. This number will be written on the Invoice.
• Splits - allows you to allocate funds to different account codes

Invoicing

Launch aeonscope from the icon in the system tray. Select Debtors → Invoicing.

This will open the Debtor Invoices window.

Type the name of the Debtor into the Debtor field and press the Tab key on the Keyboard. If there is only one record of a Debtor with that name in your database the Debtor and Name fields will be completed automatically. If the name is not unique the Debtor Lookup window will open. Locate the correct Debtor for the Invoice. Please refer to Searching/Lookup for information on searching the aeonscope database.

Finding an Existing Invoice

With the Debtors name in the Debtor Code field of the Debtor Invoice window, click on the Search/Lookup button next to the Invoice No. field.

This will open the Debtor Invoice Lookup window. Click on the button to display all Invoices for this Debtor.

This lookup window can be narrowed to only show outstanding invoice for this Debtor by checking the Search on Outstanding check box.

Doubleclick on the Invoice you wish to see in the list. This will return you to the Debtors Invoices window with all the relevant fields completed. You may choose to View or Edit the Invoice.

Creating a New Invoice

With the Debtors name in the Debtors field of the Debtor Invoice window, click on the New button. This will open the Debtor Invoice Entry window.

• The Invoice Num field will say New Invoice until the OK button is pressed and the Invoice is added to the database. At this point an Invoice Number will be generated.
• The Debtor field will be automatically completed with the Debtor entered in the Debtor Invoice window
• The Date Invoiced field will contain todays date by default. This can be changed if necessary.
• The GL Period should match the Date Invoiced field.
• The Due field should contain the date payment is due by. Depending on the Debtor terms specified in the Contacts database entry for the Debtor this date will either default to todays date for COD or 7, 30, 60 or 90 days in the future.
• The Items section contains the Order Lines from the Sales Orders generated for this Debtor. Click on the button to open the Debtor Order Line Entry window.
  

1. If you know the Order Line number to add to the invoice, enter it into the Order Line field. To search for all Orders for this Debtor, click on the Search/Lookup button to the left of this field. This will open the Order Entry window.
   
   The Debtor code for this customer will be filled in. Click on the button to display a list of Orders. Doubleclicking on an Order in the list will open the Select an Order Line window. All items listed as Order Lines for that Order will appear in the list.
   
   Doubleclick on the Order line to add to the Invoice.
2. The quantity, price and GST fields will be completed with information from the original Order. The amounts may be edited if necessary. If changing the price of an Order line, recalculate the GST by clicking on the button next to the Sale GST field.
   
3. Allocations. The total amount in the Sales Amount $ field must be allocated to financial accounts before you can proceed. Click on the button to allocate the Invoice amount to an account code. The total of the Invoice may be split over several account codes. If the Invoice is based on an Order which had Splits allocated the Allocations field will be completed automatically.
4. Expenses. If an Expense amount is specified in the Expense fields, you will need to allocate those funds to an Expense account. To specify the expense accounts select Exp from the drop down list at the bottom left before clicking the button in the Allocations section.
   
5. Click OK to return to the Debtor Invoice window.

Note: clicking on the button at the top left of the Debtor Invoice Line Entry window will open a View window of the Debtor Order clisting the Order Line specified in the Order Line field. Repeat these steps for every Order Line you wish to appear on the Invoice.

Each of the Items listed in the Invoice may have a description. All descriptions will be printed on the Invoice once it is completed. This can look messy if you have several orderlines for similar items, or if the descriptions are lengthy. To replace all the descriptions check the Override Line Descriptions box towards the top of the Debtor Invoice window. Clicking on the button will open a text box where you can type a more generic description for the invoice items.

Click OK to save the Description. If the Invoice is completed click OK to save the Invoice. A dialogue box will ask if you wish to print the Invoice. Clicking Yes will send the document to your default printer.

Editing an Invoice

To Edit an Invoice, first find the Invoice you wish to edit using the method described in Finding and Existing Invoice Click on the Edit button. Before the Invoice can be edited the financial records for the Invoice must be amended. Please refer to Reversing Financial Transactions for further information.

Viewing Invoices

The View option from the Debtor Invoice window allows you to see all the details of a transaction, with options to View the journal entries for that Invoice, View the transaction history for the Debtor and view the transaction history for that Invoice.

To View an Invoice, first find the Invoice you wish to edit using the method described in Finding and Existing Invoice Click on the View button.

• The button will display a preview of the printed Invoice
• The button will send the Invoice to your default printer
• The list of Journal entries for this Invoice can be seen by clicking on the button at the top of the window.
• The transaction history for this Debtor can be viewed by clicking on the button.
• The transaction history for the Invoice can be viewed by clicking on the button.
• button will close the window.

Has this Invoice Been Paid?

There are two ways in which you can quickly check the financial status of an Invoice. The first method requires that you know the Invoice number, in the second method all the information you need is the Debtors name. The latter method also gives you an overview of all current invoices for this Debtor.

I have the Invoice Number

The View window will let you look at the financial history for the Invoice, to determine if the amount has been paid, paid in part or is still unpaid; and also when any payments were made.

With the Invoice whose payment status you are querying open, click on the This will open a Debtor Invoice Transactions window. This window lists each of the transactions for thie invoice and includes payment date, type and amount. Further details of any of these transactions can be seen by doubleclicking on the item in the list.

I know the Debtors Name

Open the Debtor Invoice window from the aeonscope menu by selecting Debtors → Debtor Invoices. Click on the Search/Lookup button next to the Invoice field. The Debtor Invoice Lookup window will open. Enter the Debtor code in the Debtor field (or use the Search/Lookup button to locate the Debtor code) and check the Show Outstanding box. Click on the Search button. The results will display all invoices for this Debtor, and include total amounts for each invoice and the outstanding amount (if any).

To view the details of any fo these invoices doubleclick on the invoice in the list you wish to see. This will return you to the Debtors Invoices window with all the relevant fields completed. You may choose to View or Edit the Invoice.

Invoicing Report

The Reports button in the Debtor Invoicing window launches the Invoices Report window.

Reports available are:

• Summary of Invoices in a Date Range.
• Summary of Invoices in a range of Invoice Numbers.
• Summary of Invoiced Jobs by Work Centre.

These reports can be refined to specific Debtors or Work Centeres

The Invoice Reports window can also be used to generate printouts of Invoices by date range or Invoice Number. This function can also be refined to specific Debtors.

Summary Report by Date Range

To create a summary report detailing the Invoices and amounts over a period of time, select the Invoice Report option from the Report section. Select the Invoice Date option from the Select Invoice by field. Enter a date range in the Date field and click the Preview button. The report summary will open in a new window To print this report click on the button. To Reduce this report to specific Debtors or Work Centres click on the button to the left of the corresponding field in the Debtor Invoice Report window. This will open the List of Debtors or List of Work Centeres window. Use the Search/Lookup button to locate the Debtor or Work Centre record, then add the record to the list by pressing the Add button. Continue until you have a list of Debtors/ Work Centres to base the report on, then click the OK button to return to the Debtor Invoice Report window Click on the Preview button to generate the Report.

Summary Report by Invoice Number Range

To create a summary report detailing the Invoices and amounts over a period of time, select the Invoice Report option from the Report section. Select the Invoice Number option from the Select Invoice by field. Enter a range in the Number... field and click the Preview button. The report will open in a new window. To print this report click on the button. To Reduce this report to specific Debtors or Work Centres click on the button to the left of the corresponding field in the Debtor Invoice Report window. This will open the List of Debtors or List of Work Centeres window. Use the Search/Lookup button to locate the Debtor or Work Centre record, then add the record to the list by pressing the Add button. Continue until you have a list of Debtors/ Work Centres to base the report on, then click the OK button to return to the Debtor Invoice Report window Click on the Preview button to generate the Report.

Summary of Invoiced Jobs by Work Centre

To create a summary report of the Invoices associated with each Work Centre, select the Summary By WC option from the Report section. You may choose to base the report on a date range or Invoice number. Select either the Invoice Date option or the Invoice Number from the Select Invoice by field. Enter a date range in the Date field or an Invoice range in the Number.. field. Click the Preview button to generate the report. The report summary will open in a new window. To print this report click on the button. To Reduce this report to specific Debtors or Work Centres click on the button to the left of the corresponding field in the Debtor Invoice Report window. This will open the List of Debtors or List of Work Centeres window. Use the Search/Lookup button to locate the Debtor or Work Centre record, then add the record to the list by pressing the Add button. Continue until you have a list of Debtors/ Work Centres to base the report on, then click the OK button to return to the Debtor Invoice Report window Click on the Preview button to generate the Report.

Generate Invoice Printouts

To generate the Invoices created within a time period or by Invoice Number, select the Invoices (Range of0 option from the Report section. You may choose to generate the Invoices created with a date range or by Invoice number. Select either the Invoice Date option or the Invoice Number from the Select Invoice by field. Enter a date range in the Date field or an Invoice range in the Number.. field.

To print all the Invoices within the range click on the button. This will send all invoices with that range to your default printer. To preview the requested Invoices click the Preview button. Each Invoice will open in a new window.

To Reduce the Invoices to specific Debtors click on the button to the left of the Reduce By Debtors field in the Debtor Invoice Report window. This will open the List of Debtors window. Use the Search/Lookup button to locate the Debtor record, then add the record to the list by pressing the Add button. Continue until you have a list of Debtors whose Invoices you want to print, then click the OK button to return to the Debtor Invoice Report window

Print or Preview the Invoices.

Credit Notes

To create Credit Notes for your customers open the Credit Notes window, found in the aeopnscope menu under Debtors → Credit Notes.

Creating a New Credit Note

1. Enter the Debtor code in the Debtor Code field, or use the Search/Lookup button to browse for the Debtor's details in the aeonscope database. The Name field will be completed with the full name of the Debtor specified in the Debtor Code field.
2. Click on the New button. This will open the Debtor Credit Note window.
   
3. The Credit Note Code will say New Credit Note until the Credit Note has been saved. At this point aeonscope will generate a unique code for the Credit Note. The Debtor field will contain the name of the debtor specified in the Credit Note Window. To change Debtors cancel this Credit Note, change the name in the Credit Note Window and click the New button.
4. Date Created will display today's date. This can be changed if necessary. The Period should match the month in the Date Created field.
5. In the Comments field enter the reason the credit note is being issued.
6. The lower half of this window will contain the details of the Items or Services a Credit Note is being issued for. Click on the button to open the Credit Note Item window
   
7. Click on the button to the right of the Date field. This will open the Allocate an Invoice Line window.
   
8. Enter the Invoice number that the Item or Service you are issuing a Credit Note for was Invoiced on. If you don't know the Invoice number, clicking on the button next to the Invoice field will display a list of Invoices for this Debtor. Select the Invoice from the list and Click the OK button.
   
9. You wil return to the Allocate an Invoice window. If there was more than one Item Line on the Invoice you have selected, each line will be displayed in the list at the bottom of the window. Highlight the correct Line and Click OK.
   
10. This will return you to the Credit Note Item window with details of the Invoice you are issuing a Credit for detailed in the fields.
    

The feilds in this window are divided by a horizontal line. The information above the line details the Item on the invoice you are issuing a credit for. The figures below the line will contain the details of the credit. By default the amounts in each of the fields below the line will be the total amounts listed on the invoice. Change these figures to represent the amount of credit being issued.

• In the Amount Sale field enter the amount of credit, not including GST. Click the Tab key on the keyboard and the GST field and Total fields will be adjusted.
• If any expenses and disbursements have been listed on the Invoice these amounts will also need to be adjusted.

It is then neccessary to make similar changes to the Account Allocations listed in the last section of this window. Doubleclick on an Allocation from the list. This will open the Allocate Account <Update> window.

• Change the amount in the Amount field to reflect the amount of the Credit (not including GST). CLick ok.
• If any Disbursements or Expenses have been listed on the Invoice the Allocations for these amounts will need to be adjusted too. Use the drop-down list to view the Allocations for Disbursements and Expenses.
  

Alter these entries in the same way as for the Sales Allocation amounts in the step above.

Click OK to save the Credit Note.

Note: Credit notes cannot be issued against Invoices that have already been paid in full.

Viewing and Printing Credit Notes

To View or Print a Debtor Credit Note that has been generated, specify the Credit Note number in the Credit Note # field of the Credit Note Window and press the Tab key on the keyboard, or use the corresponding button to search for the Credit Note number.

Click on the View button. This will open the Credit Note in a non-editable window.

• To Print the Credit Note click on the button. This will send the Credit Note to your default printer
• To Print Preview click on the button
• To view the Journal entries for this Credit Note click on the button
• To View the Transaction History for this Debtor click on the button
• To Close the window click on the button

Credit Note Reports

Several Reports are available from the Debtor Credit Note window by clicking on the Reports button. This will open the Credit Notes Report window

The reports available are:

• Summary Credit Note Report by date range
• Summary Credit Note Report by Credit Note Number. These reports can both be refined to specific Debtors or Work Centeres

Summary Report by Date Range

To create a summary report detailing the Credit Notes created over a period of time, select the Date Credited option from the Select Credit Note By section. Enter a date range in the Date field and click the Preview button. The report will open in a new window. This report can be printed by clicking on the button at the top of the window. To Reduce this report to specific Debtors or Work Centres click on the button to the left of the corresponding field in the Credit Note Report window. This will open the List of Debtors or List of Work Centeres window. Use the Search/Lookup button to locate the Debtor or Work Centre record, then add the record to the list by pressing the Add button. Continue until you have a list of Debtors/ Work Centres to base the report on, then click the OK buttonto return to the Credit Note Report window Click on the Preview button to generate the Report.

Summary Report by Credit Note Number Range

To create a summary report detailing the Credit Notes by Credit Note Number, select the Credit Note Number option from the Select Credit Note By section. Enter a range of Credit Note Numbers in the Number... field and click the Preview button. The report will open in a new window.

This report can be printed by clicking on the button at the top of the window.

To Reduce this report to specific Debtors or Work Centres click on the button to the left of the corresponding field in the Credit Note Report window. This will open the List of Debtors or List of Work Centeres window. Use the Search/Lookup button to locate the Debtor or Work Centre record, then add the record to the list by pressing the Add button. Continue until you have a list of Debtors/ Work Centres to base the report on, then click the OK button to return to the Credit Note Report window Click on the Preview button to generate the Report.