Maintain Debtors {FARO-21}

This option is used to create or maintain fixed information on debtors, such as identification and location. The option is made up of 8 panel boxes, 'Search', 'Debtor Biographical', 'Involved Person', 'Account Information', 'Payment Information', 'Mandatory Postal Address', 'Notes' and 'Addresses'.

A new Debtor's language is hard coded as English.

On create mode the 'Addresses' panel box disappears as this panel box is used for query purposes only.

Example:

Debtor Biographical panel box:

Field	Type & Length	Description
Debtor Code	N9	This debtor’s unique account number.
Name	A40	The name of the debtor
Short Name	A10	The first 10 characters of the above name default into this field, but may be altered by the user to be more meaningful. This short name is used for quick reference, display purposes and on some reports.
Alias	N9	The alias code (if any) to be used with this debtor, as defined in option {FARO-22}. The alias name will be displayed.
Debtor Currency	A3	In which currency should the debtor transactions take place? Use the list function to view the valid currency codes, as created on {FCSO-21}, TAB - Fixed Foreign Currencies.
Debtor Type	A2	The code of the debtor type as defined in option {FARC-1}.
Active/ Non-Active	LOV	Is this account Active or Non-Active? If this indicator is set to Non-Active, the system will not allow any transactions from any subsystems to be entered for this Debtor.

Involved Person panel box:

Field	Type & Length	Description
Num Type	LOV	This field will be completed if the debtor that you are creating, is also used on another sub-system in ITS. This is where you can link the debtor to a Student, Alumni, Personnel or Other.
Person Number	A10	This is the number for the Person Type selected. The name will be displayed as defined in the sub- system of origin. The list function can be used to display all the valid numbers on the system.

Account Information panel box:

Field	Type & Length	Description
Our Account No.	A10	This is the institution's account number with the debtor.
VAT Registration Number	A10	The registration number of this debtor, if any. This number will be displayed on a number of reports.
Statement Interval	N2	The number of months between printing statements for this debtor. Only 1 to 12 allowed.
Last Statement Printed		This field is not accessible to the user, but will be updated by the system each time a statement is printed for this debtor.
Bad Debtor	LOV	Is the debtor a bad debtor Y - Yes or N - No. This indicator is also important for deletion of a debtor. The system will control that a debtor is inactive for at least the number of cycles set as the retaining period of transactions, before deletion is allowed.
Purchase Order Required	LOV	When using the Student Debtor Contract system, is a Purchase Order required when the student applies or registers for a qualification where the registration or application is linked to a contract that is linked to this debtor. Valid values are Y - Yes or N - No.
Open Item Distribution Method	LOV	An indicator to show the Open Item distribution method allowed for the debtor. User distribution allowed or System and User distribution allowed. System and User distribution allowed: The System Batch Distribution program will distribute credit documents (receipts etc) to invoices automatically in sequence of the oldest to latest invoices. User distribution: Credit documents must be linked to specific invoices by the User via online maps. (System distribution will not look at these transactions).
Account Type	LOV	This is the default account type for the debtor as setup in {FCSC-21}.

Payment Information panel box:

Field	Type & Length	Description
Payment Method	LOV	This field indicates the debtor’s method of payment; it can be EFT or Cheque.
Bank Code	N2	The Bank Code of the debtor’s banking institution.
Branch Number	N6	The branch code of the debtor’s bank.
Bank Account Number Suffix	N4	Enter a 4 digit number suffix for the Bank Account. Only applies to clients in New Zealand.
Account No.	N24	The debtors’ bank account number.
Bank Account Type	LOV	The debtor's account type. Values are Current, Savings or Transmission.

Mandatory Postal Address panel box:

Field	Type & Length	Description
Address Line 1	A80	The first line of the debtor's postal address
Address Line 2	A80	The second line of the debtor's postal address
Address Line 3	A80	The third line of the debtor's postal address
Postal Code	N4	The postal code of the debtor's postal address

Addresses panel box:

This is a query only panel box, and will display the address and communication details of the debtor that was searched for. Note that this panel box will disappear when the user is in create mode.

Processing Rules
	No special processing rules.

Date	System Version	By Whom	Job	Description
13-Apr-2007	v01.0.0.0	Charlene van der Schyff	t133679	New manual format.
31-May-2007	v01.0.0.0	Amanda Nell	t133679	Add block 5
30-Jun-2009	v01.0.0.1	Charlene van der Schyff	t158351	Edit language obtained from proof read language Juliet Gillies.
08-Mar-2010	v02.0.0.1	Ernie van den Berg	t150457	Remove the debtor language field
14-Oct-2013	v03.0.0.0	Raymond Schoonraad	t194775	Remove default account type as it is not used in the rest of the system.
13-Apr-2015	v03.0.0.1	Charlene van der Schyff	t206469	Added item and details to Bank Account Number Suffix.
25-Nov-2015	v04.0.0.0	Clinton Naidu	t194599	Change manual for Int04.
06-Jun-2016	v04.0.0.0	Clinton Naidu	t199586	Change image
10-Jan-2019	v04.1.0.0	Tshidiso Dennis Koetle	T232491	Update images