Clients
Why do you need client accounts.
Each client gets a unique account number. Client accounts numbers take the form of a letter followed by 5 numbers (Eg. A00100). All invoices to clients and payments from clients carry the appropriate client account number. QuickTrav uses the account number to group each clients invoices and payments.
Types of client accounts.
Quick Trav caters for two types of client accounts :
-
- Debtor accounts
- COD Cash sale leisure accounts.
Debtor accounts are distinguishable from COD accounts in that they generate recurring business from month to month and are usually given credit terms, whereas COD clients are normally once-off clients who make once-off bookings which are payable immediately before any documents are issued.
A debtor of cash sale account can be either an :
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- Open Item account, or
- Brought forward account
An open item account requires you to allocate client payments to the exact invoices being paid, where as a brought forward account requires you to allocate client payments to the correct month.
Open item accounts offer the advantage of always being able to determine which invoices make up the balance on an account, but require you to determine exactly which invoices are being paid when a client receipt is processed.
When you create a new account, you must specify whether the account is open item or not.
Controlling new account numbers.
Quick Trav automatically remembers the last account number you created, and brings up the next account number when you create a new account, making it easy for you to determine the next account number.
Debtor accounts should, however, always be authorised by management before being created.
The account number is used when invoicing the client or processing payments received from the client. It is good practice to write the account number on the source document i.e. on the ticket or principal invoice.
Please note : If you are a frontdesk user, Frontdesk is the source module, and Principals should be created there !
How to create new accounts
Client accounts can be created from the Main menu , Setup, Clients, 
/ 
. Alternatively select the 
from the Icon Menu.
The following information must be c ompleted :
Account Number :
The next account number is automatically inserted for you, once you hit your [Enter] button on your keyboard. Change it if necessary. When you enter the New account number will appear, if you enter an existing account number, Quick Trav calls up the existing account details, which may be changed as required.
Client name :
Enter the client name.
Active :
This check box will enable the account if ticked. To disable, simply click on the “Active” check box.
| Group | If the client you are creating belongs to a consortium of companies and you wish to create a group, the system will be able to link all the related company’s to a particular group. |
| Consultant | Enter the code of the consultant that deals with the account. This enables client accounts to be identified and listed separately by consultant. |
| Division | (Optional) Enter the division code. Only applicable if multiple divisions are setup. |
| Vat Reg No | Enter the Vat Registration Number |
| No Vat No | We modified the client setup to include a “No Vat No” check box option which will insert “N/A” into and deactivate the vat no field. This is in case the “no vat number” option for invoicing is set to “Warn” or “Block” and the client actually does not have a vat number. |
| Telephone | This is an essential field. Enter the clients telephone number |
| Fax | This is not essential. Enter it only if you require it on your client listings |
| Contact | Enter the contact person who will be responsible for the payment of your accounts |
| Enter the email address of the person who will be responsible for the payment of your accounts | |
| Postal Address | Enter the client postal address that must appear on the invoice and statement |
| Physical Address | Enter the client’s physical address that must appear on your client listings |
| Open Item A/C ? | Open item accounts offer the advantage of always being able to determine which invoices make up the balance on an account, but require you to determine exactly which invoices are being paid when a client receipt is processed. |
| Credit Limit | If credit limits are enforced, the system will check the balance of account to the Main Debtors Module, to the value of the Invoices issued and if applicable take the necessary action. |
| Action |
selections made within the setup the system will either Block or Warn if credit limits are exceeded. |
| Terms | Terms are generally determined at the time of opening the account. Terms can be setup on current only, 30 days, 60 days. If the client has specific terms in which the is to be paid the system will refer to the Debtors Main Module for account balances and take the necessary actions, if the terms are exceeded. |
| Action |
|
prompt the user, but allow further invoicing. It is good accounting practice to ensure that credit limits are adhered to, and if such a message appear, effort should be made to get payment from the client.
selections made within the setup the system will either Block or Warn if credit limits are exceeded. |
|
| Force order no’s? | Some clients will require order no’s to appear on every invoice. If this check box is ticked, the system will not save an invoice without a credit number |
| Default | The default order number box, will allow the user to enter the default order number that will appear on the invoice |
| Disable automatic printing of imported ticket invoices ? | This function will disable the automatic printing of tickets that was imported into the system. This will not however prohibit the user to print invoices at a later stage. |
Client Account Notepad
A notepad facility exists for each client account. The notepad is designed to replace or partially replace the manual client file. Any additional information about the client can be stored in the client’s file. Any additional information about the client can be stored in the clients Notepad (e.g. Credit note message, Events, Invoice Message & Private )
The notepad is simply a word processor. There is no special pre-defined format for information in the notepad. There is also no limit to the size of the notepad. You may enter as many information as required.
Client Invoices
The client invoices tab is a handy feature which will allow the user to access a invoice register, applying only to the current debtor/leisure.
By double clicking with your mouse on a particular invoice,the system will bring up a preview of the invoice.
Handy Hints:
Remember that advanced standard browser options are available by Right Clic king
anywhere on the register:
Facility to export the current view to an external database file or MS Excel
This function is extremely handy, in quickly compiling a report to a customer without having to build a physical query. By ticking “Open in Microsoft Excel” and “Format Excel Workbook” the system will automatically open the export in Microsoft Excel and format all the columns and rows with column headers and totals.
If you have a report or list of information and want to calculate totals, you can use the Sum Total feature. A list of the items in your register with the totals will appear to give you a summary.
Windows Invoicing uses specific sort orders to arrange data according to the value, not the format, of the selected columns’ data.
A view manager which allows users to save and load custom views in each register.
A view manager which allows users to save and load custom views in each register, this in essence will limit the information within the register to the selected display range :
