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 |  | 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. It is intended for charges that fall outside standard levy processing and provides a streamlined way to raise and manage debtor invoices, and has support for scheduled debtor invoices though one-off or recurring invoice schedules. 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.
- Search or select Debtor Invoice (Preview).
- 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.
The default settings for 'Allow Electricity Invoice Entry' will not be available unless you are in the Utility Group.
Tip: Hover over each setting for a tool tip listing if this is a User or Global setting.
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.
- Search or select Debtor Invoice (Preview).
- Click Set Pay Days button and set the Number of days till the invoice is due in the Local and/or Global fields.
Please note: This configuration is not designed to allow for 0 day invoices. If 'Number of days till due (Local)' is set to 0, the system will default to the Global configuration - however if this is also 0, the system will default to 14 days. Refer to Zero Day Invoices for details on zero days until due.
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. A Credit Note option is also available and can be used as a tool to reverse transactions by entering the opposite entries.
- Search or select Debtor Invoice (Preview).
- Select the Debtor from the ... eclipse. (Click the history icon nest to the Debtor selected to view the ledger for the Account)
- Select the Account Code from the Account Code list presented.
- Enter the Posting Date, Current Year or Old Year dates can be used.
- Review the Due Date, update if required or set automatically using the Set Pay Days button.
- Enter Amount. The Credit Note can be selected from the drop down option if required.
- Review GST component if applicable, this can be adjusted as required on entry.
- Enter Details, Comment and use Notes field for additional information to print on the Invoice.
- Review all details and then select Save or Save and Print to print the invoice instantly.
Save and Print
Once the Debtor Invoice has been created, there is an option to instantly Save and Print.
- Search or select Debtor Invoice (Preview)
