Maintain client (debtors) records if using either the invoice or hybrid accounting basis for G.S.T. When using the Payment accounting basis the use of debtors is optional. If you are using Professionals Workshop Management invoice details are generated when billing is run by those systems. In that case only add or edit clients here. All other operations must be carried out in the other systems.
Once a client has been created the following operations can be carried out:
1. Billing clients
2. Dealing with refunds.
3. Recording credits and debits.
4. Recording, and tracking, payments.
5. Invoice write offs.
6. Contacts - multiple contacts can be created for each client
7. Regular customer sales settings - Click Sales.
Clients enables you to track money that is owed to you. You can run a debtors aging report, bill clients, issue statements, create credit and debit notes and writeoff unpaid debts.
All client-related operations can be carried out from the Client's Operation Centre. This form provides an overview of the selected client's balances.
If you have installed Workshop Management the Job Cards and Quotes/Est buttons are activated.
To open the form click Operations in the Client Invoicing menu.
When an invoice is billed a new Debtors record is created. If you don't bill an invoice it can be deleted. You cannot enter a payment for an invoice unless it has been billed. All transactions relating to an invoice can be entered from the operations center.
If you are running Project management and you wish to check for unbilled charges run the work in progress report, and bill from the other system, not Retail Business.
If Workshop Management has been installed, and you are using the employee, plant and materials ledgers complete billing there as it is set up to generate invoices based on charges against jobs. Retail Business does not update charges in the time, plant and materials ledgers.
A preview copy of the invoice can be printed prior to billing it. Invoices can be printed as often as necessary. Invoice notes can be added as one-off entries (for example as a reminder notice) or optionally standard notes may be added (for example to include conditions of sale). Once an invoice is billed its total value cannot be changed unless write offs, credits or debits are recorded against it.
To maintain client records, and their contacts, click Maintain Customers. The following form activates.
Clients can have multiple contacts. For example a client may be a company. But you regularly deal with certain individuals. Include them in the contacts and you can add them to invoices and quotes.
To maintain client transactions from the Control Center :
1. Display the required client.
2. To edit transactions click the relevant button at the top of the form. In the case of Write offs and stock orders, double click the relevant grid. If no write offs exist the write offs maintenance form does not activate.
3. For details of completing each transaction type see the relevant help .
You can use the transactions form to review the client's to-date debt summary. The panel at the left centre displays the current situation (but not unbilled invoices).
Quick Quotes enables you to create quotes/estimates without the need to create a job.
Clients cannot be deleted if there are deposited invoice payments. When a client is deleted all information about that client is removed from the database. So be careful. Prior to deleting a client it is a good idea to print off their invoices, payments, credit/debits and writeoff history. To produce a summary print a client balances report for dates that cover their period of activity.
If Workshop Management is installed the Employee, Plant and Materials ledgers are checked for unbilled entries. If any are found the deletion process aborts.