Table of Contents
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On the back of the Customers List is the Aged Debtors Report
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To add the column on the aged debtor report for email addresses requires secure feature Secure Features#CanMaintainCreditHold |
Aged Debt ASAT date
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To view the reports using an ASAT date - adjust the date on the front Debtor Screen.
Used to see what the debt was like at a particular date - will show invoices that were paid after that date as not yet paid.
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Credit card numbers are never stored in the system - they are passed to eway or other credit card gateway |
eWay payments are batched to simplify the Bank Reconciliation
See also Bank Accounts - Creating and Managing
Credit Card Refunds using eWay
Credit card refunds are not generated by the system - you will need to login to eWay and enter them directly into your eway account. Processing Refunds of credit cards is rare and making this manual is a deliberate policy to reduce the risk of fraud.
Credit Card Payments using separate manual system
After the separate system has processed the transaction and provided a reference number - enter the number in the reference field for later reconciliation
Allocation of Payments to invoices
Crediting an Invoice
To credit a manually created invoice - Action - Credit this invoice.
To credit an invoice that was created by a process (for example pick/pack of stock)
- Rollback the sales order to return stock
- Manually create a single line credit note for the full amount and allocate to the invoice
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Credit notes can be created manually if required |
Refunds when overpaid
Once a credit note has been raised - or if the customer is in credit - a refund can be created
Create a Refund - link it to the overpayment
Creating a Refund from a Credit Note
The refund will allocate to the credit note
Writing off Small Amounts
There is a maximum write off setting on Host Company
Write off small amounts on Debtor Invoices
That allows users with the secure feature Secure Features#CanWriteOffBalance to write off small outstanding amounts on invoices. Creates a Debtor Credit note allocated to the Invoice.
Write off small Overpayments from Payments
Creates a Debtor General Journal allocated to the payment.
Foreign Currency Debtor Payments
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- Must be used if customer uses FC.
- Must not be used if customer does not use FC.
- Automatically used if:
- Debtor payment opened from FC customer's Transactions list.
- New payment started from FC customer's Action menu,
- FC amount from customer's total FC owing.
- AUD amount from customer's Total Owing.
- FX rate calculated as the relative rate between them.
- 'Record a payment for this invoice' chosen from FC debtor invoice Action menu:
- FC amount from invoice open FC amount.
- FX rate from invoice.
- AUD amount calculated from FC amount using FX rate.
- When a customer is selected on an FC debtor payment form:
- FC amount from customer's total FC overdue (i.e. excluding current).
- AUD amount from customer's Payment Due.
- FX rate calculated as the relative rate between them.
- On a new FC debtor payment the bank account will default to the lowest sequence bank account in the same currency as the customer. If no bank account in the customer's currency then the default debtor bank account.
- The FC amount, the FX rate and the local amount are all editable on a FC debtor payment form.
- If the FX rate is empty and either the FC or local amount is changed then the FX rare will be calculated as the relative rate between them.
- If the FC amount is changed then the local amount will be recalculated using the FX rate.
- If the local amount is changed then the FC amount will be recalculated using the FX rate.
- If the FX rate is changed then the local amount will be recalculated using the FC amount.
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- If a FC debtor payment is allocated to an invoice with a different FX rate then an adjustment journal will be written for the difference between the allocation amount converted to local currency using the payment FX rate and the allocation amount converted to local currency using the invoice FX rate.
- The adjustment journal will have local currency amounts only.
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To confirm whether the API key and password combination is correct on the eway site. Please use the link, https://api.ewaypayments.com/soap.asmx, to confirm whether the API key and password combination is correct. Once you click on the link, you will be promoted to enter the username and password. The username is the API key and password is the password you use for that API key. If the API key and password combination is correct, it will load a Rapid API page, and it is not correct, it will refresh to a blank page prompting to enter the API key and password again. If eWay response TIMEOUT is the result - the system will create the journal in a "Pending / Undeposited " status - as our system does not know if it did work and EWay did not tell us If an error code is received
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eWay payments are batched to simplify the Bank Reconciliation
See also Bank Accounts - Creating and Managing
Credit Card Refunds using eWay
Credit card refunds are not generated by the system - you will need to login to eWay and enter them directly into your eway account. Processing Refunds of credit cards is rare and making this manual is a deliberate policy to reduce the risk of fraud.
Credit Card Payments using separate manual system
After the separate system has processed the transaction and provided a reference number - enter the number in the reference field for later reconciliation
Allocation of Payments to invoices
Crediting an Invoice
To credit a manually created invoice - Action - Credit this invoice.
To credit an invoice that was created by a process (for example pick/pack of stock)
- Rollback the sales order to return stock
- Manually create a single line credit note for the full amount and allocate to the invoice
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Credit notes can be created manually if required at any value and then assigned to many invoices. FX Currency credit note allocations are based on the FX currency open amounts and may generate a FX exchange gain or loss if the FX rates are different between the invoice and the credit note. |
Refunds when overpaid
Once a credit note has been raised - or if the customer is in credit - a refund can be created
Create a Refund - link it to the overpayment
Creating a Refund from a Credit Note
The refund will allocate to the credit note
Writing off Small Amounts
There is a maximum write off setting on Host Company
Write off small amounts on Debtor Invoices
That allows users with the secure feature Secure Features#CanWriteOffBalance to write off small outstanding amounts on invoices. Creates a Debtor Credit note allocated to the Invoice.
Write off small Overpayments from Payments
Creates a Debtor General Journal allocated to the payment.
Foreign Currency Debtor Payments
See Foreign Currency Transactions (fx)#ForeignCurrencyDebtorPayments
Sending Statements to Customers
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When a debtor is taken off stop supply - the sales rep will receive an automatic email with the subject line "Customer xxxxxxx has been taken off stop supply" |
Uploading Large Remittance Advice - eg buying groups
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