Debtor maintenance

Debtor maintenance

New Debtors are created in this area. You are also able to modify an existing Debtor to make changes. Users can also delete a Debtor that is no longer required (unless there are related transactions).

Click on Accounting | Debtor Ledger | Debtor Maintenance.

  • Type in Debtor Code eg, ABC (suggestion is to build the code from the Debtor name).
  • Click on ADD to use the chosen debtor code – if it already exists, you will be advised.
  • Having added the account you need to complete the rest of the details for the account as follows. (Not all fields are compulsory).
CONTACT NAME: This is the Accounts Department contact at the Corporate Company.
TYPE OF DEBTOR: Select Open Item.
DEBTOR CLASS: You can create through the Codes Maintenance area different classes for your Corporate Accounts and then code each account to a class. For example you may have a Class A Debtor which could be that they are worth over $100,000 per year a Class B debtor which is worth $75,000 - $100,000 in sales. It is up to you how you want to code it. This is not a compulsory field.
LOCATION: Again you can break down the types of reports you produce by entering in a geographical area for each corporate. One example could be Auckland, Wellington, Christchurch etc. or you can go even further and breakdown into suburbs so that you can produce a report to see where your business is coming from for marketing purposes.
CREDIT LIMIT: The credit limit for each Corporate is calculated on the tickets, vouchers and cheques to suppliers that are raised against the account. If you try to enter a ticket and the corporate has already reached their credit limit then that ticket will be unable to be issued. Depending on company policy the credit limit can be raised to allow tickets to be entered or they can be told that they have to pay outstanding accounts before further tickets can be issued. It is a way of safeguarding the amount of money that is owing to your company.

AGEING TYPE: Select a 7, 14 or 30-day account type.


NO will split out the GST values.

YES will show a comment that the invoice is GST inclusive.

This completes the basic information that is required for the Corporate Account. There are however, several additional areas into which extra information can be entered. Clicking on the different icons on the toolbar will give the user access to these additional areas.

SNAP SHOT (Capture screen shot) DRILL DOWN (Check Balances).