HiFinance
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SECTION 1 - DEBTOR MENU
The Debtor sub-system is designed to maintain
current customer 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. If you have the
CRM options enabled, access is also available to that, via the functions
available in Debtors.
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, a service rendered
or a job performed, an invoice will be prepared on the computer. HiFinance
automatically post the relevant information to the appropriate Debtor account
and the sales statistics, account status, salesman commission details and, 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.
The Debtors sub-system has the ability to calculate
tax from sales to exempt Debtors, as well as to produce monthly GST totals and
details.
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.
The Order Analysis displays details of all forward
and back orders by customer or by product, in order date or due date sequence.
These are kept on file until the order is labelled as complete.
Receipts and adjustments can be aged to any balance.
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 HiFinance. 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. If you embed a /, the Debtor is said to be a Sub-Debtor (sometimes referred to as a
Sub-Account, Daughter or Son Debtor). The portion of the code before the / must be the same as an existing Debtor and the portion after the / must be unique in the group. There must be only one / and it must not be the first or last character. A Sub-Debtor is
similar to a normal Debtor except that all outstanding balances will be on the
Main Debtor (sales will still be posted to the Sub-Debtor). This facility is
used when your customer is a large chain of shops and they require that orders
and deliveries be made to individual shops, but that the statement should go to
the head-office. Do not use this option if the individual shops pay their own
bills.
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 HiFinance 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.
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. HiFinance 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. When you have the CRM option enabled, you can
setup multiple Contacts. Each one of these can have a different set of Phone
Numbers and Email addresses. In addition, you can specify which if these is the
default Contact for Invoicing, Statements, Orders, etc.
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.
DISCOUNT This is the standard discount offered to the Debtor. It is
used in INVOICING.
CREDIT DAYS & DOLLAR These two fields are used in INVOICING to warn you of impending bad debts.
CALC.CREDIT/PERIOD This field is only useful if you have set the option COMPUTE DAYS CREDIT ON PERIOD BASIS? in UTILITIES (see SECTION
7.1.2) to A. If you have set the UTILITIES
to Y or N, the current field will be
ignored. The current field serves the same function as the one in UTILITIES,
except that it can be set Debtor by Debtor. Sub-debtors can either have their
own setting, or they can inherit the setting of the parent depending on how you
set the option SHOW CONSOLIDATED BALANCE
IN INVOICING?
CREDIT STATUS You may set the CREDIT STATUS to either 0 for APPROVED; 1 for COD, 2 for STOP CREDIT, 3 for CREDIT CARDS or 4 for EFT. If the Debtor is flagged
as COD or CREDIT CARDS, a warning will be
displayed during INVOICING. If a
Debtor is flagged as STOP CREDIT, no further invoices may be
produced unless over-ridden by a SUPERVISOR’s
code. Code 4 for EFT is only available if the EFT option is enabled. Also,
you cannot set a sub-account to EFT. (See also below.)
NORMALLY PAYS BY This field is documentary. It is used as a quick lookup for
credit managers to see how to expect a payment from this client. You can leave
this field blank or you can enter a value from A to Z. These letters correspond to the payment types used in receipting. Eg Q for Cheque. If however, you enter a
value here, this field will populate the initial value when receipting.
DORMANT You may set this field to Y or N. The field can only be changed (or set to Y) if you are in the SUPERVISOR
mode. When this field is set to Y, no more Invoices or Orders
may be entered. The purpose of this field is to effectively archive the Debtor
without removing it from the Debtor master-file, so that it can be excluded
from normal transaction entry, but still used in mail-outs, etc. Unlike the CREDIT STATUS field, this field cannot be overridden during
transaction entry. If you set the option in SYSTEM DEFAULTS, see SECTION 7.1.2, dormant Debtors will not appear in Debtor
searches.
SALES TAX CODE This field allows you to enter the Debtor’s Sales-tax number. If you
enter a value here, HiFinance will not charge the Debtor tax on INVOICES. Exempt Debtors should not be
tagged here. They need to supply you with proof, each time they order goods.
Provision for this is made in INVOCING.
This field is to be phased out after 1/7/2000 in lieu of the GST but is still
used, in some sites for overseas transactions.
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.
PRICE CODE Here you may enter a number from 1 to 8 corresponding to prices 1 to 8 on the Inventory master-file. HiFinance will automatically adjust the
sale price on INVOICES, etc to that
price level. See also SECTION
3 - INVENTORY.
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 7.2.1 - DEBTOR
GROUP MAINTENANCE.
SALESMAN This allows you to attach a Salesman to the Debtor. Many
Debtor reports may be sorted and totalled by Salesman. See also SECTION 7.2.2 - SALESMAN
MAINTENANCE. Any commissions will be posted to this Salesman.
OTHER KEY1, 2 & 3 This allows you to insert the Inventory item into
any of 3 user-definable groups. Many reports can be sorted and totalled by
these fields. These fields will allow any code to be entered in upper or lower
case. Care should be taken because searches and sorts will place the lower case
entries after the upper case ones, eg a will come after Z. The name of this field may be changed in SYSTEM DEFAULTS, see SECTION 7.2.
SPECIAL PRICING This field allows you to specifically lock this Debtor
from having special prices. It is possible to tag a special price for all
Debtors. There may be, however, specific Debtors who get their own prices,
independent of the special pricing system. In this case, enter N here. See also SECTION
3.5.1.
FREIGHT CATEGORY This field may be any 2 characters or may be left blank. It
is only used in certain implementations where freight is automatically charged
on Invoices. For other implementations, it is purely documentary.
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 HiFinance will stop and ask you for each customer
tagged in this way. However, the option is very flexible.
SORT INVOICE LINES This field is not used by most sites and can safely be ignored by
most users except that the response must be Y or N. The field specifies that a customer requires their Invoices sorted by
OTHER-KEY.
MODIFIED ON/AT/BY This displays the last time this Debtor record was
modified (eg description). It is stamped with the date, time and the usercode of person who did the modification.
LAST SALE/RECEIPT ON /
FOR These are quick reference fields. They
are displayed during ENQUIRIES.
HiFinance automatically maintains them when transactions are entered. You
cannot change these fields manually.
NOTE This is a field that allows you to attach a comment
to the account. For instance, you might use this to store specific requests
from this customer This field displays on the INVOICE (just on the screen) and might also warn the operator that
this customer should get the best price or should be called before continuing,
etc. The contents of this field is displayed, in a box, on the right-hand side
of the screen in DEBTOR ENQUIRIES.
DELIVERY ADDRESS This allows you to enter a Delivery address that is different
to the Billing address. This address is printed on INVOICES. Note that this field is 1000 characters long. Not all
Invoice formats can handle such a large field and, if this is the case, the
information might be truncated.
DELIVERY INSTRUCTIONS This allows you to enter any special Delivery Instructions.
These instructions will be printed on INVOICES.
Note that this field is 1000 characters long. Not all Invoice formats can
handle such a large field and, if this is the case, the information might be
truncated.
EXTRA SALES ORDER LINES This is a collection of 8 flags. This only appears if you have
enabled to option in SYSTEM UTILITITES (see SECTION
7.1.2). Each line that is enabled will cause Sales Orders and Picking
Slips to add the appropriate Inventory line to end of the printed document. For
more information, see SECTION 7.2.1.7.
The following fields are specific to certain
installations:
BPAY REFERENCE This field is generated automatically, if you have the BPAY option
enabled. The length of the number generated depends on how the option is setup
at your installation. This number is only assigned to main Debtors and is only
viewable in DEBTOR ENQUIRIES. Any
subsidiary Debtor will display the BPAY reference number of its parent.
USER PASSWORD This field is generated automatically, if you have the WEB
INTERFACE option enabled. The number is always a 6 character filed and can be
updated using a special program available from the SYSTEM UTILITIES
menu.
The
following fields relate to using the EFT option and then only if you
have set the Debtor’s CREDIT STATUS field to 4.
BSB You must enter this field. It must be a 6 digit
numeric field. The field represents the Debtor’s Bank. HiFinance automatically
inserts the hyphen, required by the banks.
ACCOUNT NUMBER You must enter this field. The field represents the Debtor’s Account
number. The field should be left justified and not contain any imbedded spaces.
Hyphens are allowed.
EXPORT ON ANY DAY If you are able to EFT to the Debtor’s account on any
day, enter Y here, otherwise enter N.
EXPORT ON DAY If you have entered N for the EXPORT ON ANY DAY field, you may enter one or two day numbers
here. The numbers represent the day of the week you are able to EFT to
the Debtor’s account. Numbers start from 1 being Monday to 7 being Sunday. 0 means, not used. You must
not enter the same number in both fields (except 0). If
you only wish to use one day, make the second one 0 (not the other way around). If you have entered Y for the EXPORT ON ANY DAY field, both fields must be
set to 0.
DAY OF MONTH If you have entered N for the EXPORT ON ANY DAY field, and you have left both EXPORT ON DAY fields 0, you must enter either 1 or
2 numbers here. These represent the Day of the Month you are able to EFT
to the Debtor’s account. The number must be 1 through 31. The 2nd one can be zero, if not used. If you choose a
number such as 31 and there are not that many
days in a particular month, the EFT will occur on the 1st day
of the next month. This may be confusing, so it is best to enter numbers no
larger than 30. Typically, the numbers entered are 7 and 21.
If you have entered Y for the EXPORT ON ANY DAY, or you have entered any
non-zero values in the EXPORT ON DAY fields, DAY OF MONTH field must be set to 0. In
summary, you can either export every day, 1 or 2 specific days of the week, or
on a specific day of the month.
CALCULATE BY PERIOD This is a special function that only relates to payment by month
(see above). You can only enter a Y here if you have chosen to
export by DAY OF MONTH. If you enter Y, the first day (and there may be only one) will ignore any transaction
not in the current month. This means that if you wish EFT payments to
occur on the 7th, all outstanding transactions will be included,
from last month and before, but none will be included for the current month. If
you have entered a second extraction date, eg 21st, all transactions
up to and including the 21st will be included in the EFT
payment. If, on the other hand, you enter N here, the 7th
will mean: extract all outstandings up to, and including, the 7th.
How you set this field, depends on how you have contracted to charge your
client.
AFTER WAITING This field if independent of the day the EFT is generated.
HiFinance will look at the date of the transaction and only create an EFT
if the number of days entered have passed. For instance, if you create an INVOICE
on the 3rd of the month and the AFTER
WAITING field
is set to 2, HiFinance will not generate
an EFT until the 5th of the month. If you do not run an export on the
5th, the EFT will still be generated on the 6th, or whenever the next
export is run. If you set this field to zero, an EFT could be created at any
time. This means that an INVOICE entered in the morning could be EFT’d
in the afternoon (assuming the other parameters allow it).
The
following fields relate to using the FUELS option.
BANK-GUARANTEE This field contains the value of any Bank Guarantee you have from
the Debtor. Normally, this is only relevant for the main Debtor. This field may
not be the same as the value of any credit limit you choose to give the customer.
CONTRACT DISCOUNT If you have established a Contract Discount with this customer,
enter Y, otherwise enter N.
EXPIRES ON If you have entered Y in the CONTRACT DISCOUNT field, you must enter a non-zero, valid date
here. This is the date the contract expires on.
STATE This field contains a state number. It is a number
from 2 to 8, where:
2 = NSW (inc ACT)
3 = Victoria
4 = Queensland
5 = South Australia
6 = Western Australia
7 = Tasmania
8 = Northern Territory
ZONE This field states which Zone the Debtor is in,
within the state. Each Zone contains a list of Government Rebate values (which
might be zero).
DO DISCOUNTS INCLUDE
FREIGHT If you have entered N here, the DELIVERIES program will add Freight onto the sales price.
ARE PURCHASES EX-GATE If you enter Y here, the DELIVERIES
program will only allow one Debtor per delivery and will not require Freight to
entered.
FUEL TYPE This heads up a column of up to 20 fuel types, as defined in FUEL
MAINTENANCE.
ACCEPTED You may specify here, which Fuels can be sold to this
customer.
DISC cpl For each accepted Fuel, you can specify a Discount from Gate
Price. Enter Discounts as a negative number. A positive number will add to the
price.
SOURCE DEPOT This field is documentary. It states the Depot the fuel is
normally picked up from, for this customer.
The
following fields relate to using the UNITED CARDS option.
This option changes some of the meanings of certain functions and fields. Debtor sub-accounts contain just enough information to represent a Card. Specifically, the DEBTOR NAME represents the name on the card, which is often different than the account name. OTHER KEY 2 is normally renamed to CARDNUMBER. This is described below. The CREDIT STATUS field is displayed as ACTIVE, as described below.
There are several stand-alone programs that link the current Debtor/Card information to the program that allows Voucher entry. These run automatically and the Voucher transactions are automatically uploaded as invoices to the Debtors/Salesman/Creditors/Inventory and General Ledger files. In this system, Debtors represent Accounts and Cards; Salesmen represent the Sites for the purposes of totalling the Sales and Commissions (Payments) and Creditors represent the Site Rebates.
NAME ON CARD This field is the NAME field on the Debtor, but is
entered and displayed with this prompt when a Card is entered. A card is
defined as a Debtor sub-account. The sub-account numbers must be in a specific
format:
U = United prefix = 78972500. The sub-account code will be U followed by the last 8 digits.
N = Norvac prefix = 7046anything. The sub-account will be N followed by 4 digits.
P = Prepaid prefix = 78972501. The sub-account code will be P followed by the last 8 digits.
G = Gift prefix = 78972502. The sub-account code will be G followed by the last 8 digits.
Note that in
general the following is true:
Special Cash Cards 7001230000000011 (Diners)
7001230000000012
(Amex)
7001230000000013
(EFT)
Diners Club Cards
start with 300
305
36
38
Amex Card start with 34
37
United Cards (private
cards) start with 7
(including Test Cards)
EFT Cards start with 5
TRADING NAME This is entered on the master-account. It is displayed on the
Card record as a visual check.
CLASS This field is a non-compulsory field that can be
used to tag a customer with a class. Normally, the class refers to how this
customer’s account is backed-up. Eg Insurance, Bank Guarantee, etc. The options
available are defined in the CLASS TABLE MAINTENANCE. (See SECTION 7.2.1.6U.)
ACCOUNT STARTED ON This field cannot be modified. It is set when the account is
initially loaded onto the system. It is documentary only.
CONTRACT STARTS/ENDS This field is documentary only. It documents the date that
the latest contract is valid for.
FEE PER CARD This is the basis of a journal that is created to charge the
Debtor for the use of their cards. The value is ex-tax and is used to
automatically update the AUTO-JOURNAL. Every time you ADD, MODIFY
or DELETE a card, HiFinance will add up the number of ACTIVE cards and multiply it by this value to created the AUTO-JOURNAL.
One special case:
For Group 03 Debtors (for 2010/11) the FEE
PER CARD is
actually a FEE PER ACCOUNT and is stated as such on
the screen. If there is at least one active Card, Group 03 Debtors will be
charged the fee, as entered and this will not be multiplied by the number of
Cards.
CHARGED This carries a value of (M)onthly, (W)eekly, (Y)early.
Currently, this field is ignored as the CARD
FEES are always
billed at the end of the month.
VOLUME DISCOUNT This is a value entered in cents per litre. When the
Statements are run, the process called APPLY VOLUME DISCOUNTS
(see SECTION 138U7) uses this value to apply a Loyalty Discount.
CONTRACT PRICING A client can either purchase at pump price or they can be
placed on a contract. If you choose Y here, several more fields
will open. Whenever any changes are made to this calculation, the following
programs should be updated: IMP-4COM, IMP-IVR, IMP-OPT, IMP-PCE, IMP-U12,
PUCD12 & PUCD19.
If
you choose to enable CONTRACT PRICING, you will need to enter the
following information.
HOME STATE This field is used to calculate the State Markup. This is the
value added to the Gate price as part of the calculation of the Contract Price
(see below). The State Markup is entered in MARKUP BY STATE (see SECTION 3.5.6U.2).
USE SETTELMENT DISC This is a special function, only available if Contract Pricing has
been enabled. If you enter Y here, the Customer’s
discount will not be applied when the invoice is created. Instead, you will be
given the option to apply the discount when the payment is received. Entering
an N here, will cause the discount to be applied as the
transaction is processed. It is more useful for Customers who pay
electronically.
DISC (cpl) For each Fuel, ie PLUS, ULP, DIS, LPG,
PULP, BOOST98 and OTHER-FUELS, you may enter a discount.
This is used as part of the calculation of the Contract Price (see below).
NET MARKUP This is a quick reference table that shows what the Customer’s
markup is, by fuel type. It uses the HOME
STATE markup
and subtracts the Customer’s discount. As the customer will also be on-charged
the freight, it represents the gross profit of any sales.
If
you choose not to enable CONTRACT PRICING, you will need to enter the
following information.
DISC (cpl) For each Fuel, ie PLUS, ULP, DIS, LPG,
PULP, BOOST98 and OTHER-FUELS, you may enter a discount.
START/END DATE For each Fuel, you must enter a START and END date. These are the dates when the discount is effective from and to,
inclusive. The END date must be greater than
the START date. If the discount is permanent, use the
default values of zero for the START date and 31/12/9999 for the END date. Both entries must be
valid dates, even if the discount is zero.
Two
functions keys are also available in ENQUIRIES:
F6 This will calculate the price that a customer
will be charged on any specific day. You are asked for the PICKUP DATE and the SITE code. When you enter these,
HiFinance will load the Terminal Gate Price (TGP) for the day and align the
Site and thus the freight. Then each Contract Price will be calculated as TGP
+ freight – discount.
F9 This option is only available
if the Customer is set for Settlement Discount. HiFinance will scan through all
the transactions for last-month (based on the date at the top of the screen)
and calculate the available discount. This is the same calculation used for STATEMENTS
and RECEIPTS.
CARDNUMBER Thus is actually OTHER KEY 1 but is named CARDNUMBER as this is what it represents. You can search for a
record by CARDNUMBER in selected programs.
PIN NUMBER Thus is actually OTHER KEY 2 but is named PIN NUMBER as this is what it represents. The PIN is exported
to the various interfaces, eg IVR, and, if non-zero, becomes a required field
when the customer makes a purchase.
DEPT.CODE Thus is actually OTHER
KEY 3 but it
represent the Department in which the Card is associated. This has no baring on
HiFinance, but it is used in certain reports, eg FUELTRAC, as is a requirement
from some Government Departments and some other large clients.
ACTIVE? This is a renaming of the CREDIT STATUS field. An account can be overall enabled but the card can be ACTIVE or INACTIVE. You should not normally
post to an account that is on STOP-CREDIT, but even if its credit is
OK, the card itself may be stopped.
USED AT POSTEC? This field is used to trigger certain exports. When the
card list is exported to POSTEC, it only exports those cards that have a Y in this field.
THIS CARD CAN BE USED TO
PURCHASE This is a collection of fields. Each one
represents a fuel type. You must enter either a Y or N in each field. Most of the external import mechanisms (eg PC-EFTPOS)
use this information to filter which items may be purchased on this card.
