Howto create a local account/Debtor

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Howto create a local account/Debtor

Danny Kahumba

How to create Smartfuel Local Accounts

Last Update 10 October 2011

Smartfuel provided a system for the Retailer to create accounts that will be managed locally on the filling station. They are called local accounts because no other filling station has the same accounts and there is no centralized place [external from the site] where the accounts are being controlled from. This document covers the different ways of creating accounts on the Smartfuel System.
 By accounts, we mean that people have an account opened on the system which will record all the transactions. The retailer will be able to update accounts, control limits, assign payments, correct accounts etc. Note that on the system, the account is referred to as Debtor; the two will be used interchangeably in this document.
Your screen might look different from the one depicted in this document depending on the version you are using. [This document was compiled using version 5.6.4.b].
This can be used in conjunction with the Smartfuel User Manual for more detail.

  1. On the Smartfuel BackOffice software, go to Manager > Debtors Manager. This will open the Debtors screen

  2. Click on New at the bottom of the Screen, This will open a Blank space to enter the new Accounts
  3. Enter the code of the Account. The Code can be the name of the account [Which will help find it easier in future] or any short code that you would like to use. This code can also be taken from previous systems such as your accounting system to ensure that the codes are the same on both systems. The Code is the most important detail of the Account that the system needs to identify the Account so choose it carefully. Note that the code cannot be changed once the account has been created

  4. Enter the Name, Addresses, Phone numbers, Vat number then click on Save at the bottom of the screen. This information can be changed later so if you do not have some of the details, you can still save the account and add them later. This information is also important as these are the details that will appear on the Account’s statement.
  5. The Deposit and Limit section can be handled in 2 ways.
    First enter the Deposit in the Deposit area and enter the same amount in the limit field. Click on Apply and then Click on Save. You will notice that the amount in the limit becomes the available amount on the system.
    The main advantage of this configuration is that the deposit amount is always visible on the statement so the customer always knows what the deposit was. In this configuration, transactions will be deducted from the available amount until the account is toped up or has reached the limit. A disadvantage would be that if the client needs to change the value of his deposit, there will be no record of what the previous deposit was. The value of the Deposit could also be changed by mistake and there will be no record of what the deposit was.
    In the second configuration, the limit is set to R0.05 and the deposit is recorded as a pre-payment on the System under the “Invoicing/Payments/Credits” screen [How to post payment is covered under the How to make Invoicing/Payments/Credits topic]. Here you must also tick the Apply Limit option for the limit to take effect. In this way, the Deposit is recorded as a normal payment.


  1. Select an Account Type.
    The account can be a “Normal account” which means that the debtor will pay a deposit and his transactions will be deducted from that deposit.
    A “Cash Account” is an account type where the account holder pays for each transaction at the moment of the transaction. It is like a customer who is paying cash but the difference is that his transactions get recorded onto the system to enable him to have reports and controls that the system offers.

  1. Click on Save to save the changes

The next article will cover how to use the Invoicing/Payments/Credits screen to make payments, do adjustments on the account, bring balances forward, give discounts/rebates, etc.

Danny Kahumba
Production Executive

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