Debtor / Customer set up and use

The points in this manual are generally the minimum and the most important, but specific settings may need to be adjusted. The implementer indicates this when a debtor is created together.

You create a debtor by going to Organisation --> Debtors. If you have created a debtor together with an implementer, you can select it, press the "Copy" button and immediately press "Copy Debtor" again. In this way, the configuration is taken over from this debtor. Is there no debtor to copy? Then click +New. Enter at least the following:

• Enter the name of the debtor under Debtor.
• A FloraHolland number if available
• A Code is an abbreviated version of the name that can end up on a label, for example
• Administration must contain the administration from which the debtor must receive an invoice. Does a truck have it's own BV and must the invoice fall under this BV? Then select it..
• Leave the category on debtors.
• Country and language determine in which language the invoice will be made.
• Currency on the currency you want to use.
• (If multiple locations are created) If during distribution the customer should only be visible under one location and not under the other, then you should choose the location where it should be visible. You can also leave this empty.
• If you have chosen a location, select the same under Parent debtor
• Then click Store.

Now select the debtor and enter the setting under Contact.

• Addresses
  • You can enter this if you want to see the address, which is needed if you fill in the travel documents
• Contacts
  • You create a contact person with +New. The most important thing is that there is a last name and that you choose at "Default for" wheter the contact person should be used for Invoice and/or order confirmation.
• You can then select the contact.
• The heading "Email addresses" is the most important. Here you can enter an email address that Easyflor will use to send the invoice and/or order confirmation.
  • You can add multiple contacts and multiple addresses.
• EKT addresses.
  • You only need to enter this if the debtor has an EKT address.
• Numbers
  • This us usefull to store specific numbers like administration numbers, VAT numbers, IBAN name and number.

If you used the copy function, you are now done. If not, you set up the following:

• Lists

  • Here you assign the assortment the debtor is allowed to see in the webshop.

• Mark up categories.

  • Here you fill in the mark ups for the debtor

• Configuration is setup in a couple subjects

  • Invoice;
    • Payment configuration; Here you fill in the payment method
    • Payment confition configuration; This is mainly if you want to use our automated system to send reminders on invoices
    • Template configuration; If you have multiple invoice templates, you can select 1 for this debtor
    • Other; If an invoice has to be sent via email, you can find it under "Other" under "To do". It should read Email. If you also want to send an Excel, you can do so here by selecting Excel under settings.
  • Distribution
    • Settings; There are multiple usefull functions here. If you want packaging or trolleys automatic on the invoice, another thing is sending EKT's to this client or charge no prices for trolleys or packaging.
    • VAT rate; Here you can select for this debtor a fixed VAT rate for packaging, trolleys and deposits. If it is left empthy it will default to the standard VAT rate for the articles.
  • Price
    • 1. If you have a price agreement, select this.
    • 2. If the purchase price must be used during distribution for this debtor, tick it.
    • 3. If you want to use (fixed) "Price" for this debtor, select the price you want to use. If a markup category has to be calculated over the price, then tick "Use markup categories over sales price".
  • Standard trolley; Like the name suggest the standard trolley this client uses for transport
  • Label
    • If you want to use a label, you can indicate whether it is printed per piece, container or batch.

• Order days; Here you select the days clients can order

  • Tip: (If you distribute manually on different days but you dont want clients to shop on those days. Then you can make order days and block them. This way the clients can't shop, but you internally can see the clients for distribution on thsoe days.

• Expert; Here you block the client, press ''block'' again if you wanna unblock them.

You now have successfully created a debtor.