Create a New Debtor

Creating a new debtor requires entering data into three mandatory fields:

  • Debtor Code - 6 Character alphanumeric code that uniquely identifies the agent throughout Tourplan.
  • Debtor Name - the name or label by which the agent is known (up to 60 characters of descriptive text).
  • Default Currency - typically the currency to default as the Booking and Booking Invoice currency. (Other currencies can be added later).

Debtor Code and Debtor Name are entered manually when a new Debtor is created (see Insert a Debtor/Agent next). Default Currency is a drop-down list, from which one selection must be made.

  • Always use all 6 characters for all agent codes to allow flexibility and consistency. If less than 6 characters are used, it can make searching for agents difficult, since the system will always find, alphabetically, the agent with the least number of characters in the code.
  • Try to maintain consistency in the coding structure. This will make it easier for consultants to locate agents when searching within the Booking and Quoting applications.

Insert a Debtor / Agent

  1. From the Home menu, select .
    1. Click the Home menu to expand it:

    2. Click the Financials menu option to expand it:

    3. Click Debtors to go to the Debtors screen:

  2. On the Debtors screen, click .

  3. On the screen, enter values for Code, and an Agent name, then select a Default Currency. The Local Agent field should only be used when there is a requirement to display an alternative local name.

    For example:

  4. Click to keep the changes and save or update the entry.

  5. Click to discard any changes.

NOTE: Take care when entering names and descriptions. Names, in particular, should be entered exactly as they are required to appear on documentation. Once entered, they cannot be easily amended.

Add Debtor Information

Once a debtor has been created, the Debtors screen is displayed, which will be empty for a new debtor except for the Debtor Name. Further debtor/agent information is added via tabs in the body section: