Pipeline
3
SECTION 1 - DEBTOR MENU
Debtors in Pipeline are a combination of External
Debtors and Internal Debtors. The External Debtors represent Customers who owe
you money. The Internal Debtors include special holding accounts that are used
for Daysheet processing. These include the Agent account, Site account, etc.
They are all considered Debtors in Pipeline and can be separated by Debtor
Group (see below).
The Debtor sub-system is designed to maintain
current information is respect of the value of sales and outstanding amounts
receivable, together with orders on-hand. Account transaction details are
maintained in an open-item format. In this format, transactions are kept until
fully matched by a balancing contra-entry, usually a receipt.
Transactions are kept for at least 2 years or until
they are fully matched, which ever comes last. Balances are also maintained for
each of 12 last-year periods, 12 this-year periods and 3 next-year periods. In
this way, comparisons for sales, etc. can be made between this year and next
year. The 3 next-year periods allow you to keep processing without forcing an
end-of-year, for at least 3 months after the end of the current financial year.
When goods are sent to customers or, a service
rendered or a job performed, an invoice will be prepared on the computer.
Pipeline automatically posts the relevant information to the appropriate Debtor
account and the sales statistics, account status, in the case of sale of goods,
the relevant Inventory accounts. Also, the General Ledger is updated, as
appropriate. These files are updated without further intervention of the
operator.
A Debtor-by-Product Sales Analysis allows the user
to analyse the quantity and value of each product sold to each Debtor over the
current month, or any other period.
Receipts and adjustments can be aged to any balance.
Recepts are initially posted to Sub-account 0001 and are moved to the correct
account when allocated to a specific transaction.
It is recommended that the take-on of the Debtor
sub-system be commenced at the start of a financial month, not partway through
a month. This will facilitate audit control and balancing.
The DEBTOR
MENU is accessed as item 1 or <F1> from the MAIN
MENU. On selecting this menu the following menu will be displayed:
To return to the MAIN MENU, press <ESC>.
Fields
available on the DEBTOR MASTER file.
Name Comments
DEBTOR CODE This is the Debtor’s code. This is the code by which
the Debtor will be referenced throughout Pipeline. It is an alphanumeric string
from 1 to 15 characters long, without any leading or imbedded spaces. Please
refer to APPENDIX A for
a discussion of the ASCII collating sequence.
NAME The name of the Debtor. It may be up to 50
characters long. This field must not be left blank.
PERIOD BALANCES These are the account balances for each by period
for this Debtor. They are the amounts still outstanding in each period.
TOTAL BALANCE This is the sum of all the PERIOD
BALANCES. It is
displayed in DEBTOR ENQUIRIES to save
you having to add it up. DEBTOR
ENQUIRIES also shows a balance for each accounting year.
SALES TOTALS Pipeline maintains a total of sales for each
accounting period. These are not normally displayed on the screen but may be
viewed in reports. A quick way of viewing these totals for a single Debtor is
to print the Debtor’s details in DEBTOR
ENQUIRIES.
UNITS TOTALS Pipeline maintains a total of units sold for each
accounting period. These are not normally displayed on the screen but may be
viewed in reports. A quick way of viewing these totals for a single Debtor is
to print the Debtor’s details in DEBTOR
ENQUIRIES.
Please note that Pipeline maintains totals by
Debtor; by Debtor by Company; by Debtor by Company by Site. When you create a
new Debtor, you only need to add the Debtor information. Pipeline will
automatically create totalling records (eg by Company) as required. To see the
Company totals (in Enquiries) press <F8>. To further drill down by
Site (sub-account), press <F8> again.
ADDRESS This is a group of 4 fields (including post-code) that
allow you to insert the Debtor’s billing address. Use the third line for suburb
or county. Pipeline will print these fields on INVOICES and STATEMENTS.
CONTACT Insert the main contact’s name here. This field is never
printed on INVOICES, etc. It is,
however, printed on the AGED ANALYSIS
report as a quick reference.
PHONE NUMBERS Here you may enter the work, home, Fax and Mobile phone numbers
of the contact person. This is useful, quick reference information. This
information is not included on any standard external reports.
EMAIL Here you may enter the Debtor’s email address.
GROUP This allows you to insert the Debtor into a Debtor
Group. Many Debtor reports may be sorted and totalled by Debtor Group. See also
SECTION 1.5.1 - DEBTOR
GROUP MAINTENANCE.
CREDIT DAYS & DOLLAR These two fields are used in INVOICING to warn you of impending bad debts.
ABN This field allows you to enter the Debtor’s
Australian Business Number. This field prints on INVOICES after 30/6/2000 in place of the Sale-tax number.
CREDIT CARD # &
EXPIRY DATE These two fields can be used if this Debtor
pays by Credit Card. It is used for generating files for your bank. If it is
not used, leave the fields blank.
PRINT STATEMENT or STATEMENT TYPE This field
may have one of two headings. If you are not using the Report Server software,
you only have the option of answering Y or N to PRINT STATEMENT. The normal answer is Y but if you have a Debtor who should never receive statements,
enter N here. If you are using the
Report Server software you have more choices. You may still enter N for Debtors who never should receive a statement, but you can also
specify how the statement should be generated. You may enter P for by-printer, F for by-fax, E for by-email or A if you wish to be asked
when the statement program is run. (Note that Y is not
an option.) The last option is used for customers who might sometimes require
faxes, sometimes emails, etc but for whom you cannot specify absolute values
until the statement is actually run. The last option can make printing of
statements very slow because Pipeline will stop and ask you for each customer
tagged in this way. However, the option is very flexible.
PRINT INVOICES or INVOICE TYPE This
field may have one of two headings. If you are not using the Report Server
software, you only have the option of answering Y or N to PRINT INVOICES. The normal answer is Y but if you have a Debtor who should never receive invoices, enter
N here. If you are using the Report Server software
you have more choices. You may still enter N for Debtors who never
should receive an invoice, but you can also specify how the invoice should be
generated. You may enter P for by-printer, F for by-fax, E for by-email or A if you wish to be asked when the invoice is about to be printed. (Note
that Y is not an option.) The last option is used for
customers who might sometimes require faxes, sometimes emails, etc but for whom
you cannot specify absolute values until the invoice is actually entered. Note
that reprinting of invoices always invokes the Y or A option, as appropriate.
USE SITE ADDRESS This is a special flag used in STATEMENTS and INVOICES,
etc. Normally, when printing an INVOICE,
etc, the Debtor’s name and address is printed on the document. For some Debtors
it is more sensible to print the name and address of the Site (sub-account). If
you enter Y here, Pipeline will do this. Note that the name of the Debtor is
concatenated with the Site’s short name. Because of this, when using this
function, it is best to use a short name for the main Debtor.
