Debtor Manual

DEBTORS - PROJECT BUILDERS

For clients who wish to directly link a Debtor to a specific Project, Accrivia has the ability to set up a list of Projects, and with some minor setting adjustments can then produce sales reports showing each Debtor against this Project.

System Settings For Project Builders

l

Go to

FILE

| S

YSTEM

|

SETTINGS

- Debtors

- put a tick in the Project Builders Enabled box. Save, l

Close and Restart Accrivia to activate this system change.

Set up all required Project names - open

D

EBTOR

| F

ILE

M

AINTENANCE

|

PROJECT BUILDER

add l new entries by using the ↓ button at the bottom of the list to add a new line.

Open the

D

EBTOR

| F

ILE

M

AINTENANCE

| D

EBTOR SCREEN

-

Project Builders tab

- for each

Debtor who is directly related to a specific Project, you will need to select the relevant l

Builder. Double click in the builder field to see your nominated entries and choose.

If this Debtor is involved with multiple builders, simply keep entering the names in this tab.

Activating the above settings will now show a new field in the Debtor Order screen - Proj Bld / JN.

The first field requires you to choose a specific Builder name (double click to select). The second field is for a specific Job No. allocated to this builder (this has no connection to the actual Jobs

Module).

Once the Project Builders function has been activated, the field will appear on all orders from now on and you will be prompted every time to enter a Builders name. Simply say YES to continue if you do not wish to allocate a name for this order.

User Access

In order to run Project Builders reports, you will need to make sure your terminal has permission to do so.

l

Open

F

ILE

| U

SER

A

CCESS

l

Select Debtors from the module names on the right hand side l

In the top grid of the Report Groups, find report group called - Debt Adm#2 - double click to enable (a YES should appear next to the name)

________________________________________________________________________________________

Page 56

l

In the bottom grid click on the report called Project Builders - (a YES should appear next l to the name)

Tick at the bottom of the screen to save these changes l

Close User Access and restart Accrivia to activate these changes

Project Builders Reports

1. Go to

FILE

|

REPORTS

-

Debt-Adm#2 - Project Builders

2. You must enter a date range for this report

3. A list of all builders and the relevant invoice references for the period selected is reported

Re-Assign Project Builders

In order to Re-Assign a Builder , you must first have run the Project Builders Report. Inspect the report to determine if there is any sale which has been logged to an incorrect builder in error.

1. Run the Project Builder report

2. Take note of any Debtor/sale that needs to be changed

3. Go to

D

EBTOR

| E

ND

| R

E

A

SSIGN

P

ROJECT

B

UILDER

4. Select the Debtor from the drop down screen

5. The grid will now show all current invoices in the system for that Debtor

6. Choose the specific sale you wish to change and use the drop down button in the Builders name column to change to the correct Builder.

________________________________________________________________________________________

Page 57

7. When complete click on

[

UPDATE

]

8. Continue until all sales have been Re-Assigned

This process can be done at any time during the sales period and can often save time at the end of the month if it was done on a regular basis (eg the end of every week).

It is criticial however, that this procedure is run at the end of every sales period (month) before the End of Month process is run. Once a sale has been fully reconciled and rolled over into history the details cannot be altered.

________________________________________________________________________________________

Page 58