Go to CRM ➔ Accounts ➔ Maintain accounts or Finance ➔ Accounts receivable ➔ Maintain, and then click Open or New.
Besides the accounts payable, the other most important part of your administration is the accounts receivable. This function allows you to create or modify entries for debtors. Before you create and process the daily financial transactions of your company, you should create the required accounts receivable. Accounts receivable lets you enter the detailed information of your debtor. Whenever there are transactions linked to a debtor, you can display the related transactions from the accounts receivable. Furthermore, this screen displays the type of debtor for the accounts receivable. If the debtor is already your customer, the date the debtor became your customer and a green check mark will be displayed under the Customer box.
In Exact Globe, you have the option to view the accounts receivable using the Simple or Advanced mode. This option depends on the license you purchased. If you have the CRM module, you can display the accounts receivable in the Advanced mode that provides more information for the debtor whereby more boxes and tabs are displayed. The following section explains the accounts receivable in the Advanced mode. From this screen, you can also:
There are eleven tabs in the Accounts - Debtors - Advanced screen. The tabs are:
This document describes the Basics tab, which displays general information of the accounts receivable.
The information in this document is based on product update 406. If you have versions lower than this, certain features explained here will not be applicable.
Type the company name for the debtor. This is mandatory.
Click this to display the number of LinkedIn users who work at the selected company. The detailed information displayed depends on your log in status to LinkedIn.
Note: When you click , you will be directed to LinkedIn.
Select the type of debtor for the debtor. You can select one of the following:
By default, the type of debtor displayed depends on your selection before creating the debtor if you are creating the debtor at CRM ➔ Accounts ➔ Maintain accounts. Otherwise, Customer will be displayed if you are creating the debtor at Finance ➔ Accounts receivable ➔ Maintain.
Select the status of the debtor such as:
Note: These boxes can be edited only after you have saved the details of the debtor.
Click this to change the status of the debtor to Inactive. The system will then display a request screen that allows you to state the reason for deactivating the account (to define the inactive request, go to System ➔ General ➔ Settings, in General settings at Request: Inactive, under the CRM section). The system also allows you to change the status to Inactive if there are financial transactions linked to the debtor by clicking the Set to inactive button at the Overview screen. A warning message will be displayed. Click Continue anyway? to change the status of the debtor to Inactive, or click Cancel to abort the process.
Note: This icon is enabled only after you have saved the details of the debtor and is available only if you have E-CRM in your license.
Type a code for the debtor. This is a unique code. A debtor code is normally used to differentiate the debtors that exist in Exact Globe. The debtor code is user-defined. Instead of typing the name to search for a debtor, you can use the debtor code to make a quick search.
Note: The debtor code is automatically generated if you have defined a range of numbers at System ➔ General ➔ Settings, under Number settings in the Accounts section. This box cannot be edited once you have saved the details of the debtor.
Type or select a title of the contact person for the debtor. This is mandatory.
Type the name of the contact person for the debtor. This is mandatory.
Click this to enter further details of the contact person such as initials, first, middle, and/or last name. Last name is mandatory.
Type the job description of the contact person for the debtor.
Type or select the job title of the contact person for the debtor.
Type or select the classification code of the debtor. You can create classifications at System ➔ General ➔ CRM ➔ Classifications.
Click Business card to insert the business card of the debtor.
Type a note for the debtor. You can also click Timestamp to insert a timestamp to the note.
Select this check box to display the note at Note in the conditions screen (go to Order ➔ Entries ➔ Sales orders, Order ➔ Entries ➔ RMA orders, Order ➔ Entries ➔ Recurring sales orders ➔ Maintain, or CRM ➔ Entries ➔ Quotations, click Open or New, and then click Conditions) when creating sales orders, return to merchant authorization (RMA) orders, recurring sales orders, or sales quotations.
Select the address type. By default, the address type is Visit. You can select one of the following:
For more information, see Creating and maintaining accounts receivable – Contact tab.
Type or select a country code for the debtor’s address. You can create country codes at System ➔ General ➔ Countries ➔ Countries.
Click this to display the various addresses that you have created. The addresses are displayed based on the address type selected at Address types. When more than one address is created, the bracket in the icon name displays the number of addresses that exist. You need to point to the icon to see the address count.
Type the first line of the debtor’s address.
Type the second line of the debtor’s address.
Type the third line of the debtor’s address.
Type or select a postcode for the debtor’s address.
Type the city of the debtor’s address.
Type or select a state for the debtor’s address.
Click this to view the debtor’s address on the world map. The map will be displayed in Google.
Click this to view the location of the debtor’s address on the map. The map will be displayed in Google.
Type the telephone number of your debtor. This is usually the general phone number.
Type the fax number of your debtor.
Click the icon to make a phone call within the system.
Note: The icon can be used only if the modem is enabled. There are some other components that need to be configured before you can make use of this functionality.
This section displays the process flow which shows the progress of the debtor from a suspect, lead, prospect, and finally to a customer. Information about the revenue, previous year's revenue, outstanding balance amount, and the amount to be invoiced are displayed. Information about the number of invoices, sales orders, quotations, and activities for this debtor are also displayed.
Click this to view the number and type of activities created for the debtor.
Note: This icon is enabled only after you have saved the details of the debtor.
This section displays the results from the customer satisfaction survey conducted on Product and Service. By default, Not available is displayed if there are no surveys conducted. For more information, see How-to: Creating customer satisfaction survey.
Click Advanced to define more boxes and view more tabs.
Click Simple to define only certain boxes and view less tabs.
Note: This button is enabled only after you have saved the debtor’s details.
Click this to view the organization chart of the debtor such as the debtor’s subsidiary, contact person, type of debtor, and debtor status. The organization chart is displayed in Microsoft Excel.
Note: This button is enabled only if the debtor has subsidiaries and after you have saved the debtor’s details.
Click this to send an email to the debtor’s contact person. In the Contact persons screen, select a contact person, and then click Select.
Click this to view the items purchased by the debtor in a graph. The graph will be displayed in Microsoft Excel. In the Excel: Graph screen, type or select the item or range of items to be displayed in the graph at Item or select the All check box to display all the items in the graph. At Assortment, select the items to be displayed in the graph based on the selected assortment(s), or you can leave the box(es) blank to display items with any assortment.
Click this to view the debtor’s transactions. For more information, see Viewing debtor cards.
Click this to obtain an overview of completed and incomplete converted sales orders. From the overview, you can view the selected sales order or view the invoice linked to the selected sales order. For more information, see Overview of converted sales order history.
Note: The sales information is converted from the Macola Progression® database to the Exact Globe database using a conversion tool. This button is available only if you select the View sales history conversion check box in Conversion history settings. For more information, see Conversion history settings.
Click this to create a letter for the debtor based on the document layout that you have created in Microsoft Word.
Click this to create a sales quotation for the debtor. For more information, see Creating and maintaining quotations.
Click this to create a sales order for the debtor. For more information, see Creating and maintaining sales orders.
Click this to create an activity for the debtor. In the Activity types screen, select an activity type, and then click Select. For more information, see Creating and maintaining CRM activities.
Click this to save the debtor’s details.
Click this to create another debtor.
Click this to exit.