Exact Globe+

Creating and maintaining accounts receivable

Menu path

Go to CRM ➔ Accounts ➔ Maintain accounts or Finance ➔ Accounts receivable ➔ Maintain, and then click Open or New.

Introduction

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:

create a sales quotation for the debtor
create a sales order for the debtor
create an activity for the debtor
view the organization chart
send emails to the contact persons
view the sales graph of the debtor in Microsoft Excel
view the debtor card of the debtor, or
create a letter for the debtor using Word merge.

There are eleven tabs in the Accounts - Debtors - Advanced screen. The tabs are:

Basics
Marketing
Contact
Financial
Activity
Contract
Admin.
Transactions
Doc.
Extra
Log

This document describes the Basics tab, which displays general information of the accounts receivable.

What version are you using?

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.

Fields

General section

Name

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.

Type

Select the type of debtor for the debtor. You can select one of the following:

Suspect — This is a potential customer who has not shown interest in the company’s products. These accounts are often gathered from external sources.
Lead — This is a potential customer that has shown interest in the company’s products but have not requested for a sales quotation.
Prospect — This is a potential customer who has indicated an intention to purchase the company’s products in the future. A prospect is not a customer.
Customer — This is a customer who has purchased the company’s products whereby there is a contract.
Associate — This is an account that has no product-related business relationship with the company. Examples of associates are members of the board, investors, and competitors.
Reseller — A reseller sells and supports your products by managing one or more of your customers.

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:

Active — Select this status for an active debtor which you regularly sell products or provide services to and with whom you have a good relationship. Active is a status that indicates that the debtor is actively dealing with the company. By default, this is displayed.
Blocked — You can use this status to prevent incurring costs, but you can still receive payments for delivery in the past. With status “blocked” you can still enter orders, send invoices and receive payments. However, you can not send (fulfillment, shipment) goods. Financial entries will trigger the message that customer is blocked, but user can continue the entry.
Pilot — Select this status for the debtor who uses products that have not been finalized for commercial use.
Reference — Select this status for the debtor whom you have a good relationship with.
Passive — Select this status for the debtor who has purchased products in the past and does not contribute further to the company’s revenue.

Note: These boxes can be edited only after you have saved the details of the debtor.

Inactive

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.

Debtor

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.

Title / Contact name

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.

Job description / Title

Type the job description of the contact person for the debtor.

Type or select the job title of the contact person for the debtor.

Classification

Type or select the classification code of the debtor. You can create classifications at System ➔ General ➔ CRM ➔ Classifications.

Business card

Click Business card to insert the business card of the debtor.

Notes

Type a note for the debtor. You can also click Timestamp to insert a timestamp to the note.

Show notes upon entry

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.

Address section

Address types / Countries

Select the address type. By default, the address type is Visit. You can select one of the following:

Visit
Delivery
Invoice
Postal
E-mail

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.

Count: Addresses

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.

Address 1

Type the first line of the debtor’s address.

Address 2

Type the second line of the debtor’s address.

Address 3

Type the third line of the debtor’s address.

Postcode / City

Type or select a postcode for the debtor’s address.

Type the city of the debtor’s address.

Province

Type or select a state for the debtor’s address.

Map

Click this to view the debtor’s address on the world map. The map will be displayed in Google.

Route

Click this to view the location of the debtor’s address on the map. The map will be displayed in Google.

Phone / Fax /

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.

Results section

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.

Customer satisfaction section

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.