Customer Categories - Accounts Card
This page describes the fields on the 'Accounts' card of the Customer Category record. Please follow the links below for descriptions of the other cards:
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- Debtors Account
- Paste Special
Account register, Nominal Ledger/System module
- If you specify a Debtor Account here, it will be debited whenever you issue an Invoice to a Customer that belongs to the Category. This allows you to use a dedicated Debtor Account for Customers belonging to a particular Category.
- You can only specify a Debtor Account at the Customer Category level, not at the individual Customer level. If you do not specify a Debtor Account in a Category, the Debtor Account specified in the Account Usage S/L setting in the Sales Ledger will be used.
- If you cannot save the Customer Category, it may be because you are using Sub-ledger Checking in the Sales Ledger and you have not specified that the Account entered here is a Debtor Control Account. To switch on Sub-ledger Checking in the Sales Ledger, tick the Sub-ledger Checking check box on the 'Debtors' card of the Account Usage S/L setting. To list the Accounts that are to be treated as Control Accounts, use the Sub-ledger Control Accounts setting in the System module.
- Bad Debtors Account
- Paste Special
Account register, Nominal Ledger/System module
- You can use the 'Transfer to Bad Debtors' Maintenance function to transfer the outstanding balances of overdue Invoices from the Debtor Account to a Bad Debtor Account. Specify here the Account that you wish to be used as the Bad Debtor Account for Invoices made out to Customers belonging to the Category.
- As with the Debtor Account above, you can only specify a Bad Debtor Account at the Customer Category level, not at the individual Customer level. If you do not specify a Bad Debtor Account in a Category, the Bad Debtor Account specified in the Account Usage S/L setting in the Sales Ledger will be used.
- Debtors On Account A/C
- Paste Special
Account register, Nominal Ledger/System module
- This Account will be used when you allow Customers to buy from you on account (i.e. you allow them to pay before you have invoiced them). To allow a Customer to buy on account, tick the On Account check box on the 'Terms' card of their Contact record. When you receive a Prepayment or On Account Receipt is received from a Customer belonging to the Category, it will be credited to this Account. Subsequently, when you issue an Invoice and connect it to the Prepayment or On Account Receipt, the same Account will be debited in place of the default Debtor Account. Please refer to the On Account Receipts and Prepayments page for full details about this process.
- You can only specify an On Account A/C at the Customer Category level, not at the individual Customer level. If you do not specify an On Account A/C in a Category, the On Account A/C specified on the 'Debtors' card of the Account Usage S/L setting in the Sales Ledger will be used.
- Creditors Account
- Paste Special
Account register, Nominal Ledger/System module
- Specify here the Creditor Account that you wish to be credited when you receive Purchase Invoices from Suppliers that belong to the Category. This allows you to use a dedicated Creditor Account for Suppliers belonging to a particular Category.
- This Account will only be used if you assign the Customer Category to a Supplier and do not also assign a Supplier Category to that Supplier. If you specify a Creditor Account both in a Customer Category and in the Contact record for a Supplier that belongs to that Category, the Account entered for the Supplier will take precedence. If you do not specify a Creditor Account in a Category or in the Contact record for a Supplier, the Creditor, On Account or Cash Accounts specified in the Account Usage P/L setting will be used.
- If you cannot save the Customer Category, it may be because you are using Sub-ledger Checking in the Purchase Ledger and you have not specified that the Account entered here is a Creditor Control Account. To switch on Sub-ledger Checking in the Purchase Ledger, tick the Sub-ledger Checking check box on the 'Creditors' card of the Account Usage P/L setting. To list the Accounts that are to be treated as Control Accounts, use the Sub-ledger Control Accounts setting in the System module.
- Creditors On Account A/C
- Paste Special
Account register, Nominal Ledger/System module
- This Account will be used when you can buy on account from a Supplier (i.e. when they allow you to pay before they have issued you with a Purchase Invoice). If you are able to buy on account from a Supplier, tick the On Account check box on the 'Terms' card of their Contact record. When you issue a Prepayment or On Account Payment to a Supplier belonging to this Category, it will be debited to this Account. Subsequently, when you receive the Purchase Invoice and connect it to the Prepayment or On Account Payment, the same Account will be credited in place of the default Creditor Account. Please refer to the On Account Payments and Prepayments page for full details about this process.
- This Account will only be used if you assign the Customer Category to a Supplier and do not also assign a Supplier Category to that Supplier. If you specify a Creditor On Account A/C for an individual Supplier, it will be used in place of the one entered here. If you do not specify an On Account A/C for a Supplier or for the Category to which it belongs, the On Account A/C specified in the Account Usage P/L setting ('Creditors' card) will be used.
The Customer Categories setting:
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Settings connected with Customers, Suppliers and Contact Persons
