Debtors > Creating a Debtor
- Kye Hush
- Christian Arpe-Hansen
In WorkBook debtors are defined as the entity receiving and paying the invoice. They are unique records within a WorkBook company; they cannot be shared across companies. Debtors are linked to clients (which are global records) for the purposes of allowing billing to a debtor from a Workbook client record.
A debtor can be created and managed in the finance & administration module or directly from a client record. They are usually managed by designated role(s) or person(s) within each agency or office.
Whichever method you choose, the same fields must be completed.
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STRUCTURE
CREATE A DEBTOR
The below instructions take you through creating a debtor from the finance module.
Go to the finance & administration module > debtors
Select debtors list > click the create a new debtor icon
The debtor card will open in a pop-up window, complete all necessary new debtor fields
FIELD | DESCRIPTION |
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Name | Billing entity name
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Posting Group | This drives the account receivable account that invoices post to |
Contact person | Usually the accounts contact |
Language | Impacts copy on client facing documents, such as statements |
Currency | Default billing currency This can be changed on an invoice by invoice basis |
Payment Terms | Default payment terms |
Payment Method | Populates the banking information printed on the invoice |
Reporting Group | Company specific reporting field |
Address Details | These populate the default address details used on the invoice and price quote |
Click ok
Go to the debtor card > select the bank settings tab
Choose the relevant GST/VAT/Sales Tax code from the drop-down list
LINKING A DEBTOR TO A CLIENT
Go to the resources module > resource default grid > select the client you wish to link the debtor to
Open the client card > client settings > select the debtor tab
Select the icon to link a debtor to the client
In the pop-up select the company (office/agency the debtor record exists in)
Select the debtor > click ok
If you wish to make this debtor the primary debtor > check the primary box
CREATING A DEBTOR FROM A CLIENT RECORD
Go to the resources module > resource default grid > select the client you wish to link the debtor to
Open the client card > client settings > select the debtor tab
Select the icon to create a new debtor based on the current client data
In the pop-up select the company (office/agency the debtor record exists in)
Select the posting group & tax code
Click ok
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