Accounts receivable/Maintenance/Debtor groups.
Debtor groups are primarily used to categorize debtors so that their revenue can be distributed to different financial accounts.
In Uniconta, you can choose whether the Debtor Group should work with Debtor Group Accounting or Item Group Accounting.
Description of buttons
Below is a description of the buttons on the ribbon under
Accounts receivable/Maintenance/Debtor groups.
| Button |
Button description |
| Add a debtor group |
Click here to add a debtor group. |
| Edit a debtor group |
Click here to edit a debtor group. |
| Copy debtor group |
Here you have the option to copy the debtor group you are in. |
| Inventory management |
Here you can build a matrix so that revenue and cost of sales are booked in a cross product of debtor groups and product groups. Read more here. |
| Layout |
Here you can select and save a layout. Read more here. |
| All fields |
This button shows all fields in the debtor group you are in, including the values in these fields. |
Description of fields
ATTENTION! You can select some of the fields elsewhere in Uniconta (on the sales order, debit card, product group, etc.). There is a hierarchy that determines what information Uniconta uses. Read more about this hierarchy further down in this article.
| Field name |
Field Description |
| Description |
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| Group |
Enter a short name for the group here. |
| Name |
Enter the group name here. |
| Standard |
Select whether this group should be used on all debtors by default. If a debtor group is set as default, a debtor will have this group applied if 'Group' is not filled in on the debtor card. ATTENTION! Only select one default group. |
| Automatically generated key |
Here you can select a number series for 'Creating keys'. Number series have two purposes: the number series can be used to determine whether the series should be used for document numbers or to generate key values on records. Note that the number series now has a length field, so Uniconta can prefix 0s and apply prefixes. Read more here. |
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| Settings and preferences |
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| Revenue accounting |
In Uniconta, you can choose whether the debitor group should work with debitor group posting or item group posting. If debtor group posting is selected, all entries in the debtor group are posted according to the accounts and VAT codes selected in this debtor group. Read more about the revenue hierarchy in Uniconta further down in this article. |
| Compress postings |
If this box is checked, financial items from an invoice are compressed so that the items from the line items are combined if they are posted to the same account. If unchecked, all financial records are generated. |
| Exempt from tax |
If this box is checked, all debtors in the group are exempt from taxes if tax groups are set up and selected on an item. Read more about tax groups here. |
| Mandatory item number |
Check the box if it should be mandatory to use item numbers on the invoice lines for the debtors in the current debtor group. This also applies to invoices in projects. |
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| Invoice |
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| Sales price |
Here you can choose whether debtors in the group get sales price 1, 2 or 3. Sales prices can be created on the item. |
| Price lists |
Here, a customer price list can be selected for all debtors in the group. Read more about customer price lists here. |
| Layout group |
Here you can select a layout group for your documents to be sent to all debtors in this group (invoices, credit notes, offers etc.). Read more here. |
| Product name group |
Here you can select a product name group (which describes the products in different ways or languages) for all debtors in this group. Read more here. |
| Invoice series |
Associate an invoice number series to the current debtor group if the invoices for the debtors in this group are to be posted with a separate invoice number series.
If the field is not filled in, the invoice number setup made under Debtor/Maintenance/Number series is used instead. If the field Invoice number = Voucher number series is checked there, the invoice number will also be used as the voucher number. If not, the number series defined on the debtor group is used as the invoice number and the number series specified in the Number series screen as the voucher number. |
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| Accounts |
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| Collective account |
This must be a debtor joint account with account type 'Debtors'. Read more here. |
| Final discount |
Here you can select an account for final discounts. |
| Cash discount |
Here you can select an account for cash discounts. Read more here. |
| Currency regulation |
Here you can select an account for currency settlement. Read more here. |
| Achieved discount |
An account and a counter account can be created to post discounts given in connection with invoicing. Read more here.
The achieved discount is equal to Final discount + line discount. So if you don't use End Discount, the "Achieved discount" will be equal to the posting of the line discount. |
| Achieved discount (Counter account) |
An account and a counter account can be created to post discounts given in connection with invoicing. Read more here. |
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| Inland |
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| Sales account (Domestic) |
Here you select a sales account for all debtors in the group that is set to 'VAT zone - Domestic' on the debtor card. |
| Sales tax (Domestic) |
Here you select a VAT code for all debtors in the group that is set to 'VAT zone - Domestic' on the debtor card. |
| Use these values by default |
If a debtor group specifies sales account and sales tax Domestic but not International (the fields are empty), you can check 'Use these values as default' under Domestic. The account and VAT code specified under 'Domestic' will then be used as the default sales account and sales VAT also for other customers in the current group. |
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| EU member states |
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| Sales account and Sales VAT (EU member states) |
Here you select a sales account and sales VAT for all debtors in the group set to 'VAT zone - EU member states' on the debtor card. |
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| Abroad |
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| Sales account and Sales VAT (International) |
Here you select a sales account and sales VAT for all debtors in the group that is set to 'VAT zone - International' on the debtor card. |
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| Not registered for VAT |
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| Sales account and Sales VAT (Not VAT registered) |
Here you select a sales account and sales VAT for all debtors in the group set to 'VAT zone - Not VAT registered' on the debtor card. |
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| VAT free |
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| Sales account and Sales VAT (VAT-free) |
Here you select a sales account and sales VAT for all debtors in the group set to 'VAT zone - VAT free' on the debtor card.
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The revenue recognition hierarchy
You can select some of the fields in debtor groups (accounts, sales prices, price lists, layout groups, etc.) elsewhere in Uniconta.
VAT accounts can also be defined in several places, read more about the VAT hierarchy
Here.
The hierarchy of what information Uniconta uses is as follows:
- Revenue account field on the order line
- Revenue account field in the order header
- Revenue account field on the debitor card
- One of the sales account fields under the Inventory button, depending on the customer's debtor group, the customer's VAT zone and the product group of the item being sold. Read more about the combined debtor/product group setup here.
- If the Sales account field on the debtor group = Item groups, then one of the sales account fields on the item group associated with the item being sold is used, depending on the customer's VAT zone.
- If the Sales account field on the debtor group = Debtor groups, then one of the sales account fields on the debtor group associated with the customer is used, depending on the customer's VAT zone.
Examples:
If sales price 1 is selected on the debitor group but sales price 2 is selected on the debitor card, Uniconta uses sales price 2 as the debitor card is higher in the hierarchy than the debitor group.
If a different layout group is selected on the order than on the debit card, Uniconta will use the one on the order, as the order is higher in the hierarchy than the debit card.
If one revenue account is selected on the order and another on the debitor group, Uniconta will use the account from the order, as the order is higher in the hierarchy than the debitor group.
If item group accounting is selected on the debtor group, Uniconta only looks at the debtor group accounting if item group accounting is not filled in on the item group.
Sales price 1,2 or 3 cannot be selected on order lines or the order header, so Uniconta looks first on the debitor card and then on the debitor group for a sales price. If no sales price is selected on the debitor group or debitor card, Uniconta uses sales price 1.
What happens if not all revenue accounts are filled in the group?
You must fill in 'Sales account (Domestic)' and 'Sales VAT (Domestic)' otherwise you cannot save the debtor group.
If the debtor group is set to
'Revenue accounting - Debtor groups' but other revenue accounts (e.g. 'International') are not filled in and 'Use these values as default' under 'Domestic' is not checked, you get the error: 'Account number not specified'.
If the debitor group is set to
'Revenue accounting - Product groups' but other revenue accounts (e.g. 'International') are not filled in for the product group and 'Use these values as default' is not checked under 'Domestic', Uniconta will jump to the debitor group. If revenue accounts are not filled in here, you get the error: 'Account number is not specified'.
If the customer group is set to
'Revenue coding - Item groups' but there is no item number on the order, then customer group coding is used.
If
'Goods accounting' is selected, this is used. If an account is not specified under 'Goods accounting', Uniconta will jump to product group coding (if 'Revenue coding - Product groups' is selected on the debtor group) or to debitor group coding (if 'Revenue coding - Debtor groups' is selected on the debtor group).