Debtor Invoice (Preview)

The instructions in this article relate to Debtor Invoice (Preview). The icon may be located on your StrataMax Desktop or found using the StrataMax Search.

Debtor Invoice (Preview) allows you to create invoices for a specific debtor account, including owner and second debtor accounts as well as from GLMax. It is intended for charges that fall outside standard levy processing and provides a streamlined way to raise and manage debtor invoices, and Scheduled Debtor Invoices has support for one-off or recurring invoice schedules which can be used for future invoice charging. This article also includes Debtor Invoice Printing (Preview) and Scheduled Debtor Invoices.

Security Setup

Access to Debtor Invoices (Preview)  can be configured by allowing access to Invoice Entry in Security Setup.

The other areas to consider for access include: Debtor invoice configuration, Print Invoices, Print Invoices for second debtors, Scheduled Debtor Invoices, Invoice Entry Edit and Reverse, Invoice Entry notes, View invoice notes.

Configuration

Configuration should be reviewed to ensure that the correct settings are applied.

1. Search or select Debtor Invoice (Preview).
2. Click Configure button to set.

Auto insert today's date
This will automatically insert today's date.

Clear date for each entry
After each entry, this will clear the date field.

Clear details for each entry
After each entry, this will clear the details field.

Overwrite Always On
If set, this will overwrite any existing data in any fields when typing.

Allow Electricity Invoice Entry
will not be available unless you are in the Utility Group.

Setting Pay Days

A number of days to pay the invoice can be set in Set Pay Days. This will automatically calculate the due date based on the date that the Debtor Invoice was issued. 

1. Search or select Debtor Invoice (Preview).
2. Click Set Pay Days button and set the Number of days till the invoice is due in the Local and/or Global fields.

Debtor Invoice (Preview) Entry

Invoices can be raised against an Owner or Second Debtor account, with the option to apply them to the Current Year or Old Year. The same functionality is available in GLMax. A Credit Note option is also available and can be used as a tool to reverse transactions in the Old Year or Current Year by entering the opposite entries and selecting a date which falls in the Old Year Financial year Dates. 

1. Search or select Debtor Invoice (Preview).
2. Select the Debtor from the ... eclipse. (Click the history icon nest to the Debtor selected to view the ledger for the Account)
3. Select the Account Code from the Account Code list presented. 
4. Enter the Posting Date, Current Year or Old Year dates can be used.
5. Review the Due Date, update if required or set automatically using the Set Pay Days button.
6. Enter Amount. The Credit Note can be selected from the drop down option if required. 
7. Review GST component if applicable, this can be adjusted as required on entry. 
8. Enter Details, Comment and use Notes field for additional information to print on the Invoice.
9. Review all details and then select Save or Save and Print to print the invoice instantly. See Save and Print below for further information. 

Save and Print

Once the Debtor Invoice has been created and saved, there is an option to instantly Save and Print. This option will open the Debtor Invoice Report Distribution.

1. Search or select Debtor Invoice (Preview).
2. Once the Debtor Invoice has been created as per the above steps for Debtor Invoice Entry.
3. Click Save and Print which will option the Debtor Invoice Report Distribution screen. 
4. The Lot or Debtor will be tagged, and you can review the Distribution Method, include any additional attachments clicking the +Report or Attachment button and click Proceed.

Invoice Printing (Preview)

To print a Debtor Invoice, this can be completed at entry stage and Save and Print selected, or from Invoice Printing (Preview) which will open the Debtor Invoice Report Distribution screen. 

1. Search or select Invoice Printing (Preview).
2. Tag the Lot or Debtor and review the Distribution Method, include any additional attachments clicking the +Report or Attachment button. Click the cogwheel to view Configuration options including Year to Date, or Month to Date or a date range.
3.  Click Proceed. 

Edit Due Date | Reprint Debtor Invoice

The Due Date of a Debtor Invoice can be amended before the Invoice is printed. You can either enter a Due Date manually or select the Update To button to automatically calculate a new Due Date based on the configured Invoice Notice Pay Days settings calculating from the Date of the Invoice. The calculation applies Local settings first, then Global settings, and if neither is configured, a default of 14 days is used. Once the required Due Date has been set, the invoice can be printed.

1. Search or select Local Transactions or Interactive Reports or Local Debtors. 
2. Locate the Debtor Invoice using the search functions and click Refresh.
3. Highlight the record and click Details.
4. Edit the Due Date or click Update To if the calculation is the required Due Date. 
5. Click Save.
6. Click Print to produce the Debtor Invoice in Report Distribution.

Reverse & Recreate Invoice

Reversing and Recreating (which allows the invoice to be edited), as well as reversing an invoice, can be performed from Local Transactions or Interactive Reports. Debtor Invoices will have a Reference starting with M000XX.

1. Search or select Local Transactions or Interactive Reports or Local Debtors. 
2. Locate the Debtor Invoice using the search functions and click Refresh.
3. Highlight the record and click Details. 
4. Make any changes to the Debtor Invoice and click Save or click Reverse Invoice to reverse.
5. Select Posting Date for the reversal and Save. 

Prior Year Debtor Invoices

Prior-year Debtor Invoices are available to enter using old-year dates. You can lock this feature, along with other areas that create transactions at the building level, using the Locked Transactions setting in Building Information for an immediate result, or globally via Month End Rollover, which sets this field once the year-end has rolled over.

Scheduled Debtor Invoice | Future Dated Invoice

Scheduled Debtor Invoices provides a central location for creating, managing, and processing debtor invoices that are generated automatically at a future date. Designed to support recurring and planned billing requirements, the module allows users to maintain scheduled invoice records in a searchable grid, making it easy to locate and review existing schedules. Users can further refine results using filtering options, export data for external analysis, and generate reports to support invoice management and auditing processes. 

1. Search or select Scheduled Debtor Invoices.
2. Search view will open, use the Field options to search for Debtor Invoices or click Add to create a new entry. 
3. Enter Debtor Invoice details, income account, enter Due Days, Invoice Amount, review Invoice Code. 
4. Enter a Description for the schedule debtor invoice. 
   Important: The Description field is mandatory. The description does not appear on the generated invoice, however, it is displayed in the Scheduled Debtor Invoices search results. 
5. Select whether the schedule is Once Only or Repeating, if Repeating, enter the From Date and Until Date.
6. Add Notes and Save.
7. The scheduled debtor invoice is created and appears in the Scheduled Debtor Invoices, where it can be viewed, searched, and managed. The schedule is then available for processing either manually using the Process for Building button or automatically through the overnight scheduler, depending on your organisation's configuration.
   Note: After invoices have been processed and generated, use Invoice Printing (Preview) to review and print the invoices if required.

Process Scheduled Debtor Invoices

Scheduled Debtor Invoices can be processed manually using the Process for Building function in Scheduled Debtor Invoices or automatically through the overnight scheduler. To manually process scheduled debtor invoices:

1. Search or select Scheduled Debtor Invoices.
2. Search view will open, use the Field options to ensure the correct Current Building is selected.
3. Click Process for Building to process only the selected Current Building.
4. Once processing and postings are complete, a confirmation message is displayed.

Editing and Reversing

Debtor Invoices can be edited or reversed, if Security Setup permissions allow, from the following areas:

• Local Transactions
• Global Transactions
• Local Debtors
• Global Debtors
• Interactive Reports
• Scheduled Debtor Invoices

1. Search or select Scheduled Debtor Invoices.
2. Locate the Debtor Invoice using the search functions and click Refresh.
3. Highlight the record and click Edit.
4. Make any changes to the Debtor Invoice and click Save.
   • If record is to be deleted, click Delete.
   • Click Clear to remove all data and re-enter as required and Save.