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 details are stored 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 "Organisation" 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 will be 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 which administration the invoice should fall under
• Category: Leave this set to "Debtors"
• Country and Language: This determines in which language the invoice will be 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 be sent
6. You can add multiple contact persons and email addresses

EKT addresses and numbers:

• Only fill this in if the debtor has an EKT address or VAT number that you want to use

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

If you copied a debtor, you're done now! If you didn't copy, complete these additional steps:

Surcharge category:

• Enter a surcharge category if this is needed
• More information about surcharges can be found in the guide: Creating surcharges

Configuration - Invoice:

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

Configuration - Distribution:

If containers or carts need to appear on the invoice:

• Check: "Container automatic"
• Check: "One-time container automatic"
• Check: "Invoice container"
• Check: "Invoice one-time container"
• Check: "Invoice cart"
• Choose the correct VAT rates for containers (or leave empty)

Want to use an EKT number?

1. Go to "Organisation" → "Debtors" → [Choose your debtor] → "Configuration" → "Distribution"
2. Under "Settings", check: "Use EKT"
3. You can set it to be sent automatically

Configuration - Price:

• Select a price agreement if you have one
• Want to use the purchase price? Check this option
• Select which price you want to use
• Should the surcharge category be calculated on the selling price? Check this option

Configuration - Label:

• Want to print labels? Choose whether it should be per unit, container, or batch

Order days:

• Fill in all days of the week (you can adjust this later)
• More information about order days and how they work can be found in the guide: Setting up order days

Unblocking a customer

If a customer is blocked and needs to regain access:

1. Search for the relevant customer
2. Go to "Expert" in the menu
3. Click the "Block" button to unblock the customer
4. The customer will turn green and can place orders and receive invoices again

Adjusting debtor options

Each debtor has a number of extra options that you can adjust. You can find these via Organisation → Debtors → select the debtor → click "Edit". At the bottom of the screen you will find a dropdown called "Options". Here you can configure whether a debtor is visible in the distribution, or should be hidden from certain parts of the system.

Done!

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

Would you also like to give this customer access to the webshop? See the guide: Creating a shop user

Need extra help? There is also a video available that shows all the steps. Click here to watch the video.