Creating a Debtor in WaiterMate

Summary

Summary

This article will explain when a debtor account might be used and how to create a debtor account in WaiterMate.

Debtor accounts allow sales or payments to be stored and settled at a later date. These accounts can be useful for handling deposits, prepayments, or unpaid sales that need to be tracked. Typically, all accounts should be closed at the end of each trading day, but the debtor module provides a way to manage exceptions.

Before receiving payments or transferring sales to a debtor, you must create a debtor account. This can be done in WaiterMate or OfficeMate.

How to create a debtor in WaiterMate

1. Log into WaiterMate and select the Debtor tab from the top of the screen
2. Select on the ‘New’ icon at the bottom right corner of the screen
   
   
3. The following box will be displayed and can be edited as explained below:
   
   
   
   1. Account Name - is used to identify the debtor both in WaiterMate and in OfficeMate
   2. Account Group - choose an existing group, or create a new group to search for or to report by
   3. Credit Limit - this should set to the maximum limit you allow the customer to go into debit
   4. Invoice Requires Note - when sales are transferred to the debtor, the staff will be presented with a keyboard to write a note, if this field is selected. This functionality may be useful for a ‘Hotel’ type debtors where you can add the customer’s room number and charge it to the hotel
4. If you would like to attach the sales history to a customer, select 'Add Customer to this Debtor' (optional). You can add a new customer or select an existing customer
   
   
   
   
5. Select 'Ok' to confirm the set up
6. Select the ‘Show All Debtors’ icon at the bottom left of the screen to refresh the debtors list
   
   
7. The debtor will be shown with a balance of $0.00. However, as sales are transferred into this debtor account, the amount will change accordingly. The credit limit will also be displayed here.