How do you create a debtor in Easyflor?

What is a debtor?

A debtor is a customer who buys from you and later pays an invoice. In Easyflor you create a debtor for each customer, so you can process orders and send invoices.

Why do you need to create a debtor?

• Without a debtor you cannot create orders for a customer
• You need it to be able to send invoices
• All important customer data is in one place
• You can set how the customer wants to receive their invoice

How do you create a debtor?

Step 1: Go to debtors

1. Click on "Organization" in the menu
2. Click on "Debtors"

Step 2: Create a new debtor

Option A: Copy an existing debtor (easiest!)

• Have you previously created a debtor together with a consultant?
• Select that debtor
• Click the "Copy" button
• Click "Copy Debtor" again
• All settings are then automatically copied!

Option B: Create a completely new debtor

• Click on "+New"

Step 3: Fill in the basic details

Fill in the following:

• Debtor: The full name of the customer
• FloraHolland number: Enter the number if the customer has one
• Code: A short version of the name (for example for labels)
• Administration: Choose under which administration the invoice should come
• Category: Leave this on "Debtors"
• Country and Language: This determines in which language the invoice is created
• Currency: Set this to Euro
• Location: (If you have multiple locations) Choose the location the customer belongs to, or leave empty
• Parent debtor: Choose the same location as above
• Click "Apply"

Step 4: Add contact details

Select the debtor you just created and click on "Contact".

Addresses:

• Here you can fill in addresses if you want to be able to see them

Contact persons:

1. Click on "+New"
2. Fill in at least a surname
3. Choose what you want to use the contact for (for example "Invoice" and/or "Order")
4. Select the contact
5. At "Email addresses": fill in the email address where the invoice should go
6. You can add multiple contact persons and email addresses

Step 5: Extra settings (only if you did NOT copy)

If you copied a debtor, you are now done! Did you not copy? Then do these steps:

Markup category:

• Enter a markup category if needed

Configuration - Invoice:

1. Go to "Configuration" then "Invoice"
2. Do you want to send the invoice by email?
   • Set at "Other" then "To do" then "Email"
3. Do you also want to send an Excel file?
   • Select this under "Settings"

Configuration - Distribution: If containers or carts should be on the invoice:

• Check: "Container automatic"
• Check: "Single-use container automatic"
• Check: "Invoice container"
• Check: "Invoice single-use container"
• Check: "Invoice cart"
• Choose the correct VAT rates for containers (or leave empty)

Do you want to use an EKT number?

1. Go to "Organization" then "Debtors" then [Choose your debtor] then "Configuration" then "Distribution"
2. Check under "Settings": "Use EKT"
3. You can set it to be sent automatically

Configuration - Price:

• Select a price agreement if you have one
• Do you want to use the purchase price? Check this
• Select which price you want to use
• Should markup category be calculated on the sales price? Check this

Configuration - Label:

• Do you want to print labels? Choose whether it should be per piece, container or batch

Order days:

• Fill in all days of the week (you can adjust this later)

Done!

You have now successfully created a debtor in Easyflor. You can now create orders and send invoices to this customer.