Create the debtor
1 Company Name · 2 Company Type: Debtor · 3 Contact Details · 4 Email: + adds a row, Clear All removes them all · 5 Phone · 6 Create Company
- In the left-hand menu, click Companies, then click Create Company in the top-right corner.
- Under Basic Details, enter the Company Name and set Company Type to Debtor. Add the EIN and Industry Type if you have them. Leave No Buy as No here and set it from the profile instead (see below), where you can record the reason.
- Fill in Contact Details. Address, Country and Phone are required.
- Under Email, enter at least one address. Debtors can hold several – click + to add a row, the bin icon to remove one, or Clear All to start over.
- Click Create Company, Create and Edit, or Create Company & Create Other.
Put a debtor on No Buy
- Open the debtor from the Companies list and select Credit Info, then click Edit.
- Set No Buy to Yes.
- Choose a No Buy Reason. It is required.
- Add a No Buy Note if it helps (optional, up to 2,000 characters), then click Update.
1 Credit Info · 2 No Buy: Yes · 3 No Buy Reason (required) · 4 No Buy Note (optional) · 5 Update
If the reason list says "No options found", no reasons have been set up for your company yet, and you will not be able to save. An admin adds them under Settings › More › System Config › No Buy Reasons. Setting No Buy back to No clears the reason and note from the profile; the changelog keeps the history.
Debtor defaults: Payment Term, Ineligible Days and Credit Rating
Under Credit Info › General Details, a debtor can hold a Default Payment Term, Default Ineligible Days and Default Credit Rating. Click Edit beside General Details to set them.
When you create a new relationship with this debtor and leave those fields blank, the relationship takes these defaults. Changing a default later doesn't change relationships that already exist. Changes are recorded in the debtor's changelog.
1 Credit Info · 2 General Details: Default Payment Term, Default Ineligible Days and Default Credit Rating, with Edit
Billing Information: Do Not Bill and Verification Email
Do Not Bill stops invoice billing emails to this debtor for every client, unless a relationship overrides it. See How to Create a Client/Debtor Relationship for how the override works.
Verification Email holds the address(es) your team uses to verify invoices with this debtor. It is stored for reference only – FactorCloud does not send anything to it yet.
1 Billing Information · 2 Do Not Bill · 3 Verification Email · 4 Edit
Debtors requested by a client
When a client asks for a new debtor from the Client Portal, the request waits under Credit Request › Debtor Request › Requested. Click the eye icon to review it.
If the debtor may already exist, the request shows Possible duplicate debtor found with the likely matches and their current credit limits. Either:
- select a match under Connect to existing debtor to link the client to the debtor you already have, or
- choose Create a new debtor if none of the matches is the same company.
Then click Approve Request. Connect to the existing debtor whenever it is the same company – a duplicate profile splits the debtor's AR, credit limit and payment history across two records.
1 Debtor Request tab · 2 Requested · 3 Possible duplicate debtor found · 4 Connect to an existing debtor · 5 Create a new debtor · 6 Approve Request
Good to know
- Company type cannot be changed after the profile is created.
- Purchase approval, original paperwork and invoice preference are set inside the debtor profile after creation, not on this blade.
- An NOA email address on the debtor profile is required before NOAs can be sent for a new relationship.