Debtor Transactions

The Debtor Transactions screen is accessed via menu Debtors > Accounting > Transactions.

When Transactions is selected from the Debtors > Accounting menu, any existing transactions for the current accounting period and forward periods display. The default selection criteria of which transactions are shown is All transactions in Date order, commencing at the first day of the Current Accounting period for All currencies.

The selections can be changed by clicking the + next to the Transaction Filters heading where the transaction filters expand to display the Transaction Filters dialogue.

NOTE: When selection filters are changed, the OK button must be clicked to refresh the screen.

NOTE: The Transaction Filters section is collapsed on entry to this screen.

Debtor Transactions Screen

The column headings at the top of the scroll are the default column headings available in this screen. If additional columns are added, use the scroll bar at the bottom of the screen to view the last column.

NOTE: Refer to Change Default Column Headings for information on changing column headings.

Transaction Filters section

Date From

The transaction date from which transactions are to scroll. This can be any date, regardless of whether it is in an open or closed period.

Reference From

The transaction reference to scroll from.

Currency

Defaults to All - All. Transactions for a specific currency (that is attached to the agent ) can be selected from the drop-down.

Show Transactions section

All

Displays all transactions that meet the transaction range criteria.

Outstanding

Displays only transactions that have an outstanding balance that meet the transaction range criteria.

Paid

Displays only paid transactions that meet the transaction range criteria.

Column	Description
Date	The transaction date from the transaction header.
Item	This is either a) in the case of Booking Transactions, the booking reference, or b) for non-bookings transactions, the transaction reference (invoice) number.
Reference	The Invoice/Credit Note/Receipt reference.
Apply	The transaction number against which this transaction has been applied. For Invoice transactions, Apply is always the same as the Invoice Reference. For Credit Notes and Receipts, Reference is the Credit Note or Receipt Number and Apply is the Invoice Number that the Credit Note or Receipt applies to.
Type	The types of transactions are: Invoice Receipt Credit Note Allocated Cash: this description is given to cash allocated from Unallocated Cash when the original Unalloc receipt is in a closed accounting period. NOTE: System generated transaction types relating to Foreign Currency variations will display after Forex processing has been run.
Currency	The currency of this transaction.
Amount	The amount of the transaction in the currency of the previous column.
Rate	The exchange rate used in the transaction conversion to the system base currency.
Base	The amount of the transaction in Base Currency.
Age	The debtors accounting period into which this transaction will age.

To change details of a transaction, single-click a transaction line. This can only be done provided the transaction is in an open period.

Supporting Information

There are 4 types of transactions that can be entered in debtors:

Debtors Invoices: Only non-booking-related debtors’ invoices are to be entered here. Booking invoices must be entered from within the bookings applications.
Debtors Credit Notes: Booking and Non-Booking debtor Credit Notes can be applied here.
Debtors Cash Receipts: These can only be applied here.

The exception is if Auto Receipting is turned on for either of the bookings applications. Auto Receipting is covered in the .

Allocate Unallocated Cash: Allows the allocation of debtor’s unallocated cash. It can only be allocated here.
NOTE: Allocate Unallocated Cash only displays if the Debtor has an Unallocated Cash balance.

It must be emphasised that invoices for bookings cannot be issued via this screen in the debtors’ application.

Bookings invoices must be entered from either the FITs or Groups applications or the Operations > Bulk Invoicing application. Details on bookings invoicing are in the and the .

Being able to issue invoices from Debtors allows invoices to be entered for non-bookings related items; e.g. Advertising contributions from agents, Rents owed by other parties etc.

The remainder of this chapter describes debtor transactions in detail. Transactions are organised under the following headings: