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.
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.