Last Update 8 November 2011
Let’s start with some definitions.
This article explains how invoices, payments and credits and be processed on the Smartfuel Debtor system. It covers also different scenarios of how these can be used to make correction on the accounts and use these features to create balances brought forward.
Invoices, payment and credits can be recorded on the Smartfuel System. These can also be used to correct an account for example where a wrong payment has been done and needs to be reversed or to pass a credit to the account in the form of a rebate. This is how it is all done.
making a payment
To enter a
payment on the system, Click on Manager
> Debtors Manager.
Select Invoices/Payments/Credits tab
After the details of the payment have been entered, there are 2 options available
You can at this point Undo the transaction if needed by clicking the button.
Once the payment details are entered, Click on either Auto Allocate or Allocate Selected then Click the button.
prompted to confirm the payment. Click Ok to post the payment.
As the message says, “Payment cannot be undone once posted”. If a correction needs to be done on a payment, you must cancel the payment by posting a General Invoice against that account.
Invoicing is done to capture invoices MANUALLY on the account. For example if an item was not charged to the customer at the time of the transaction and no needs to be invoiced. This can be used also to cancel out payments that have been wrongly made. If you make a wrong payment, you must do a General Invoice for the same date and the same amount under
Manager > Debtors Manager >
Invoicing/Payments/Credits > General Invoicing
Enter all the details of the invoice as follows:
Date of Invoice is the date that you would like to post the transaction for. You can also back date invoices and in the case of cancelling a payment, you will choose the same date as when the payment was done.
The Slip option is used to select a
specific item that needs to be invoiced. If there is no specific item to be
invoiced (for example in the case you are canceling a payment) you can skip the
bring up the screen where you can select/scan items
Select the Debtor that the invoice is for
Reg # allows you to make that invoice against a specific vehicle of that account. Leave this blank if the invoice is not against a specific vehicle on that account.
Order is an order number from the client for that invoice. If no order number is required, leave this space blank.
Odo is the Odometer on the transaction that is being invoiced. This is most applicable when manually invoicing a fuel transaction.
Narrative, like payment reference, is important as you can enter here any comment that will appear on the statement against this transaction such as Oil, correction of payment, balance brought forward, etc.
An invoice can also be done to post a balance forward. A general invoice is done when the client already owes on the account. If the client is in credit, the balance brought forward must be posted as a General Credit as discussed in the next section. Balances brought forward are mostly used when importing accounts that already existed on previous systems.
If you have
selected a specific item to be invoiced, the Total and vat amount will already
be filled in. In case of a general invoice, enter the Total amount
completed, Click on Post button. You will be prompted to confirm the payment,
There are 2 types of Debtors’ credit on the Smartfuel System.
I’m starting with General Credits because it is the most used form of credit. This option passes a credit to an account without it being against a specific invoice. This can be used to pass a rebate to the account, or pass a credit to cancel out an incorrect invoice.
Smartfuel Backoffice go to Manager >
Debtors Manager > Invoicing/Payments/Credits > General Credits
Date of invoice
Click on Post when all relevant information has been entered. Once posted, a credit cannot be undone [It can however be credited with a general invoice].
The Invoice credits option is used to credit specific invoices that have already been posted onto the account. To credit an invoice on the Backoffice system, go to Manager > Debtors Manager > Invoicing/Payments/Credits > Invoice Credits. The Invoice credit is done the same way as the Invoice Payments are done but the difference are listed in the table below
Refer to the Invoice payment section at the beginning of this document to see how to post invoice credits.
The next article will deal with the type of limits and control available on the Smartfuel Debtors system.
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