Adding Debtors

The Debtors module of Sysnet offers five different account types.  Additional account types can be added specifically for your venue, please discuss this with your H&L Trainer if required. All accounts can be produced as statements when required.   The different account types are explained as follows:

C = City Ledger Account
This account type is used for ongoing external debtor accounts.  The outstanding amounts can be brought forward during End of Month procedures by Ageing.  Generally the City Ledger accounts are generated as statements prior to the End of Month process.

D = Deposit Account
This account type as the name would suggest, is for accepting deposits, particularly for functions.  Deposits can then be absorbed as the function occurs.

G = Guest Account
This is a shortterm account like a house guest account.  Typically used in venues who have some accommodation rooms and do not use a PMS (Property Management System) to manage these.  End of Month procedures have no effect on these accounts and they can be deleted when the outstanding balance reaches $0.

I = Internal Account
This account is designed for “Write Off” or Promotional accounts.  Typically they are used for Management Meals, Staff Knock-off Drinks, Bar Promotions etc.  Internal Account sales are reported separately on the Revenue Breakdown report, which is then deducted from the “Reportable Revenue” and “Tax Payable”, therefore not attracting GST.

S = Special
These accounts are external debtors for miscellaneous use.

To add a new Debtor:

1. From the Sysnet Toolbar click on the Debtors Icon  

2. Click the (+) button to add a new Debtor

3. Enter the necessary details in each field. The RESIDENTIAL ADDRESS details are the details which will appear on Debtor Statements

4. Enter a company name if this is different to the Account Name as this will also appear on Debtor Statements. For example, the Account Name may be “Development Department” and the Company Name is H&L Australia.  The Statement details will show as: H&L Australia, Re: Development Department

5. Enter any COMMENTS which are specific to the Debtor Account. Comments prompts will appear when the Debtor Account is highlighted in the <LIST> view, when processing a sale to the Debtor Account using SiPOS and can be activated to appear on Exceed if required

6. Set a TRANSACTION LIMIT, DAILY LIMIT and CREDIT LIMIT if required

• Transaction Limit – is the maximum value which can be put through in one transaction at the Point of Sale
• Daily Limit – the maximum value which can be charged to the debtor account per day
• Credit Limit – is the total maximum limit set for the account across the board. Once the credit limit is reached, charges will be rejected at the Point of Sale until the balance is reduced or the credit limit increased

7. ALLOW CREDIT must be ticked on to enable the account to be charged against at the Point of Sale. Disable this option to prevent any charges to the account

8. Click on the <OTHER DETAILS> Tab to select locations where this account is not applicable for use. For example, certain accounts may be used in the Liquor Store / Bottle Shop location only and no other areas within the venue.  This feature allows accounts to be disabled in selected locations to prevent unauthorised use and minimise operator error.

9. From the <OTHER DETAILS> tab select the remaining options as required for the Debtor:

• Charging at Cost options
• Allow Electronic Email Statements
• Select Payment Terms

10. (✓) to save

 Your H&L Trainer will assist you in entering any existing outstanding balances to each debtor account as required on your Live day