How To Article: Debtor (Customer) Setup

Overview

The Debtor (Customer) Setup screen in Profitz allows you to create and manage customer accounts. This is required before you can:

• Create Jobs
• Raise Invoices
• Record Receipt Payments

Each account stores commercial terms, contact info, and optional barring rules.

Before You Begin

Make sure you have the following ready:

• The customer does not already exist in the system
• GST, NZBN, and IRD numbers (if applicable)
• Default Payment Terms and Tax Code

Toolbar Functions

• Add — Create a new customer account
• Edit — Modify an existing account
• Delete — Remove a customer account
• Import — Upload customer details from a file
• History — View audit history for the account

Steps to Set Up a New Customer

1. Open the Debtor Setup Screen

• Go to Debtors > Customer Setup
• Click Add

2. Enter Basic Details

• Customer No — Unique code (e.g., SHW)
• Customer Name — Full name (e.g., Southern Hardware)
• GST No / NZBN / IRD No — Tax identifiers
• Tax Code — e.g., GST-AP
• Default GL Division Code — Division attached to supplier (if applicable)
• Default GL Account Code — GL Code attached to supplier (if applicable)
• Address / Phone / Email — Contact info

3. Configure Barring Options

Barring Option	What It Prevents
Payments Barred	Stops payments being made to this customer
Posting Barred	Blocks invoices or receipts
Orders Barred	Prevents sales orders

💡 Use Posting Barred for overdue or suspended accounts. Use Orders Barred for inactive customers.

4. Additional Information

• Discount Percent — Enter the automatic discount applied to invoices (e.g., 5.00)
• Credit Limit — Enter the maximum unpaid balance allowed (e.g., 5000.00)
• Payment Terms Code — Select from list (e.g., 14 Days)
• Claim Payment Terms Code — Select from list (e.g., 14 Days)
• Retention Percent/Band — Enter in Retention Percent and Band/Value
• Their Account No — Optional field for customer’s internal reference

5. Add Additional Addresses

• Enter extra addresses
• Tick Primary Address for the main location

6. Add Contacts

• Click Add
• Enter Salutation, First/Last Name, Job Title, Email, Phone
• Add Social Media if applicable

8. Save the Account

• Click Save to confirm setup