Debtors Processing

  Financials

Debtors Processing Overview

TLP has recently been extended to include receipting processes which now enables users to manage their debt collection process within TLP. This has distinct advantages as it enables you to allocate receipts down to job level which greatly eases the reconciliation process.

We have now configured a specific Debtors Processing Desktop which is found in the Financials section of the menu. This Desktop enables you to enquire on unpaid invoices, enquire directly  on and credit unpaid jobs, process receipts and enquire on credits.

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This document briefly describes the features found on this Desktop.

Two reports are planned to complement the Debtors processing facility. Firstly an Aged Trial Balance will be made available in the reporting database. Secondly a statement will be produced and be either printed or emailed directly to the debtor.

Outstanding Invoices

The invoice enquiry shows a list of all invoices that have not been fully paid, showing the quantum of any partial payment. The user can drill into any invoice to gain further details.

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The screen shot above shows invoice 15 with invoice header details. We can see that $115.00 has been paid of the invoice total of $529.00. The exclusive amount of the invoice was $460.00 which balances to the two jobs shown in the list.

TLP applies GST at the invoice level which is more accurate than trying to apply GST at job or price line level. This does mean the payment amount shown against the jobs are exclusive amounts only.

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From this point the user can drill down to the job and view all job details. This covers all aspects of the job including pricing details, proof of delivery etc.

Unpaid Jobs Enquiry

This enquiry enables the user to view unpaid or partially paid jobs without having to first view the invoices. The enquiry presents a list of jobs, oldest first.

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Through this enquiry the operator can chose to credit or debit a job. This is done by the use of buttons found at the bottom of the Job detail view.

Credit Enquiry

The Credit Enquiry allows you to view the details of any credit processed. A credit is an invoice with a value that is less than zero.

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A list of credits is shown in accordance with the search filters set. From this point the user can drill down to view credit details and from there the job details.

Receipts

The receipting process allows you to allocate customer payments either at Job or Invoice level. This is not a mandatory process but is provided to enable reporting on unpaid jobs and other such requirements to be enabled.

The search shows historical receipts that have been processed. This allows you to view history as required. To process a new receipt click the Add New button.

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The initial entry is of header details as shown above. The receipt amount is the total amount paid (ie: inclusive of GST).

The next step is to select the invoices you wish to allocate the payment to. To do this click on the blue + button to the right of the Invoices box. This will open an invoice line as shown below.

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By clicking on the green search button you will open a search which will display all invoices for that customer that have not been fully paid. An example is shown below.

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Use the tick boxes on the left to select the invoices you require. When you have ticked all required invoices click on the Select button. This will result in all required invoices being loaded against the receipt. As part of this process the system has calculated two fields which will be used to validate the receipt.

Previously Paid This is the total amount that has previously been receipted against the selected invoices. In our example this is zero.

Amount Paid This is the total amount that should be allocated against the selected invoices once the allocation has been completed. It is calculated as the sum of the Receipt Amount and the Previously Paid figure. In the example below the system expects the Amount Paid against the invoice selected to be $115.00 once the allocation has been completed.

You can now commence the allocation process.

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You can now commence the allocation process. This is carried out for each invoice by clicking on the blue edit button which will open the invoice for allocation as shown below.

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From this point you can do one of two things.

  1. Mark the invoice as having been fully paid. This is done by ticking the box labelled Fully Paid. If you select this option all jobs on that invoice will be marked as fully paid by the system upon saving the invoice.
  2. Allocate amounts to individual jobs within the invoice. To do this click on the blue edit button alongside the job you wish to allocate the payment against. This will open up the job in a window as shown below. You may at this point tick the job as having been fully paid or alternatively enter the amount to allocate if the job has only been partially paid.

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Exclusive Values

The values recorded against a job are exclusive of GST. Hence the payment amount to be entered must also be exclusive. In our example we have entered $100.00 as the payment which is the exclusive value of the total payment, being $115.00.

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Upon saving the invoice the Amount Paid against that invoice is calculated, this being an inclusive amount. The sum of the amount paid figures against the invoices must equal the Amount Paid figure in the header. If it does not an error message will be displayed when saving the receipt.