Forum Discussion

AnitaSkinner's avatar
AnitaSkinner
11 months ago

How to create Debtor invoice using different Trade Debtor accounts

Good morning

 

Currently when processing Invoices to Debtors these are automatically linked to Trade Debtors - Accounts Receivable Account Type.

 

My employer is implementing a system where all new employees will have an amount owing to the company such being known as an 'Employee Training Loan'.  Repayments toward this loan will be deducted from their fornightly pay.

 

These amounts will be applied against the loan until paid off. A monthly statement is to be emailed to each employee showing repayments made and the balance owing.

 

The easiest and most efficient way to manage this I feel is to create an Invoice to each employee for the total loan and apply payments to the Invoice, then a Statement can easily be emailed from MYOB.

 

My question is... is there a way of doing this yet keeping these separate to Trade Debtors?

 

I would appreciate suggestions as to whether it is possible to do this.

 

Looking forward to receiving a reply/replies.

 

Kind regards

Anita

  • Mike_James's avatar
    Mike_James
    Ultimate Partner
    11 months ago

    Hi AnitaSkinner welcome to the forum. AccountRight only enables one debtor account, but you can separate groups of debtors for reporting purposes, for example by using identifiers, eg S for staff and T for trade. Then add one letter or the other to the report selection, for example the receivables reconciliation report.

     

    Identifiers can be added to each customer card on the "Card details" tab. Select the identifiers button, and tick which ever applies. Identifiers can also be added by exporting the customer cards to Excel (via a text file), then adding the identifiers to all cards, then importing back in again. (There's more to importing, see this help topic for more details: https://help.myob.com/wiki/display/ar/Importing+data?searchfacet=support:help&searchterm=import)

    • AnitaSkinner's avatar
      AnitaSkinner
      11 months ago

      Thank you for your reply Mike

       

      Have done a test setting up an 'S' Identifier which isolates a specific Debtor in Statements & also Receivables Reconciliation report, however it does show an 'Out of Balance Amount' as would be expected.

       

      I will ignore that amount knowing that not all Debtors are being reported for.

       

      Thanks again.

      Regards

      Anita

  • Julie_A_C's avatar
    Julie_A_C
    Partner
    11 months ago

    Hi AnitaSkinner 

     

    I don't think you have thought this through.  How are you going to apply the payment to the invoice when it is deducted from their pay so you can then send them this statement?

     

    You would need to have the deduction going to some kind of clearing account and then you would need to go and receive payment to the invoice and have that being deposited to that clearing account.  You would then need to reconcile that clearing account to zero before sending statements so you make sure you have recorded all the deductions/repayments.

     

    What you could do is set up a Header Account in your assets called Employee Training Loans, then set up an Employee Training Loan- John Brown etc etc etc for each employee as they get their loan.  When you send them this loan the allocation account would be each person's Loan account.

     

    Then you would make Separate Deduction categories for each employee.  ie EMT repayment -J.Brown the  linked payable account will be the Asset account you just set up.  Okay any warning.  Reporting category is not reportable.

     

    At the end of each month, or whenever you want, go to reports>accounts>general ledger detail.filter date from and to, drop down the accounts and choose the Loan account, display.  When doing this for a client I would go to the insert/modify tab and hide ID No., src, job no. & net activity, then send it to PDF and email to who was to receive it.

     

    When I had a few to do, once i had sent the first I would stay on the screen drop down accounts again, scroll down and untick the one i had just done and tick the next person on the list, refresh and then email that.

     

    This would save time rather than closing out of the window and choosing the next on the list and having to hide certain columns again.

     

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