Description
The Debtor (Customer) Setup module in Profitz allows you to create and manage customer master records. Setting up a debtor account is the essential first step before you can assign a customer to a job, raise an invoice, or record a receipt payment. This module ensures that all commercial, tax, and contact details are accurately captured and maintained for each customer.
Purpose and Benefits
Debtor Setup provides a centralised location for managing customer information. It enables finance and operations teams to:
- Create and maintain customer master records
- Define payment terms, tax codes, and contact roles
- Store banking and address information for streamlined invoicing and receipting
- Control transaction permissions through barring options
- Support compliance with GST, IRD, and NZBN requirements
By maintaining accurate debtor records, organisations can ensure smooth billing, reduce payment delays, and maintain audit-ready customer data.
How to Access
Navigate to Debtors › Customer Setup
Key Features
Toolbar Actions
| Action | Description |
|---|---|
| Add | Create a new customer account |
| Edit | Modify an existing customer’s details |
| Delete | Remove a customer account (if not in use) |
| Import | Upload customer data from an external file |
| History | View the audit trail for changes to customer records |
Basic Details Tab
This is the primary section for entering customer information.
| Field | Description |
|---|---|
| Customer No | Unique code for the customer (e.g., SHW) |
| Customer Name | Full name of the customer (e.g., Southern Hardware) |
| GST No / IRD No / NZBN | Tax identifiers for compliance and reporting |
| Payment Terms Code | Default payment terms (e.g., 14 days from invoice date) |
| Tax Code | Default output GST code (e.g., GST-AP) |
| Account Type Code | Optional classification (e.g., MAJOR) |
| Barring Options | Prevent payments, postings, or orders if required |
| Social Media | Optional fields for website, Facebook, Twitter |
| Comment | Free-text notes attached to the account |
Bank Details
Store banking information for use during payment processing.
| Field | Description |
|---|---|
| Bank | Bank code (e.g., BNZ) |
| Name | Bank name (e.g., Bank of New Zealand) |
| Account Number | Full bank account number (BB-bbbb-AAAAAAA-SSS format) |
| Primary Bank | Mark the main account if multiple banks are listed |
Address Management
Add one or more addresses for the customer.
- Mark one address as the Primary Address
- Include phone, fax, and email details
Contact Management
Add one or more contacts to the customer account.
| Field | Description |
|---|---|
| Salutation / Name | Contact’s title and full name |
| Job Title | Role or position (e.g., Manager) |
| Email / Phone | Contact details |
| Social Media | Optional fields for website or social profiles |
Contact Roles
Assign roles to each contact to define their function in the system.
| Field | Description |
|---|---|
| Contact Role Code | Role assigned to the contact (e.g., Invoice Recipient) |
| Primary Role | Mark the main role if multiple roles exist |
Best Practices
- Use consistent naming conventions for Customer Numbers
- Always assign default payment terms and tax codes to ensure correct invoicing
- Use Contact Roles to streamline communication and approval workflows
- Maintain up-to-date banking and address details for accurate processing
- Use the Import function for bulk customer onboarding
Limitations
- Customer accounts cannot be deleted if they are linked to jobs or transactions
- Mandatory fields must be completed before saving
- Contact Role Codes must be pre-configured in the system
Pricing/Availability
Available to all Profitz users with access to the Debtors module.
FAQ
Can I edit a customer after saving it? Yes. Select the customer from the list and click Edit to update their details.
Why can’t I delete a customer? Customers linked to jobs, invoices, or receipts cannot be deleted. Use the Posting Barred option instead.
What happens if I don’t assign a payment term? Invoices will not have a due date calculated automatically. Always assign a default payment term.
Can I import customer data? Yes. Use the Import button to upload customer records from an external file.
What are Contact Roles used for? Contact Roles determine how contacts are used in workflows such as invoice delivery or approval routing.
Related Articles
- [Receipt Payments]
- [Job Setup in Profitz]
- [Creditor Setup]
- [Importing Data Files]
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