Table of Contents
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- Reviewing all the companies that are overdue
- Calling them and collecting payments, tracking promises or sending statements
- Putting them onto "Stop Supply" so no products are sent to them (Orders are then placed on hold Automatically)
Some concepts
- Invoices have 3 dates
- Created date
- Invoice Date
- Due Date = (invoice date + Terms)
Trading Terms = % off order OR % off invoice (or both)
Some entities you deal with ask for off invoice trading terms
- Off order - an order discount line will be added to the order and also the invoice
- Off invoice - a separate credit note will be created at the same time the invoice is created - linked to the order
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Individual debtors may have linked accounts for trading terms
GL Control account is required for trading terms as a default
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For general trading terms see Host Company (your business/s)
Emailing multiple invoices to a customer from their transaction list
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Statements include a Company wide Statement Note from the Host Company Card
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Working down the Aged Debtors List - Collections
On the back of the Customers List is the Aged Debtors Report
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To add the column on the aged debtor report for email addresses requires secure feature Secure Features#CanMaintainCreditHold |
Aged Debt ASAT date
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To view the reports using an ASAT date - adjust the date on the front Debtor Screen.
Used to see what the debt was like at a particular date - will show invoices that were paid after that date as not yet paid.
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Bank Aged Trial Balance by Invoice Date
A variation on the Aged Debt ASAT date by Invoice Date and used by Banks interested in reports of invoice creation by Month for funding analysis.
This is Reporting same as Ageing Summary by Invoice Date except using calendar months instead of ageing periods. Periods reported are Current (to As At Date from 1st of month), 30, 60 and 90 days (previous 3 calendar months) and > 90 days (earlier).
Review Trading Terms (note this company is on Stop Supply)
Trading Terms (Days) are setup on Host Company (your business/s)
Trading Terms (Off Invoice) is a % credit note this company gets on every invoice created.
- The credit note is created at the same time the invoice is
- The credit note is allocated to the invoice (unless the Debtor is ticked "Dont auto-allocate trading terms credits" in Debtor Standard Profile)
Order discount % calculates when the customer purchases an item not on their price list - it applies to the standard sell price
Credit Limit is
Review outstanding debt
From here you can
- email individual invoices
- email all open invoices
- Filter dates to find some invoices and email only those
- Email a statement
- Print an Activity statement based on the filters chosen
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- Multi-select (hold down CNTRL or SHIFT) then rightclick to calculate $ amount of selected journals
Review who to talk to on the Debtor
Call and track the conversation / emails via
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Correspondence on any transaction
From the invoice (it will show in other places)
or
View Correspondence on the
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customer - covers all correspondence across all transactions
Entering Payments
There are a number of ways of entering payments into the system
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By uploading the bank statement
See Creating and Managing Bank Accounts
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Bank Accounts - Creating and Managing#Uploadingthebankstatement-tofindthematchesquickly
Manually - entering multiple payments for the same date
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When entering multiple transactions and you do not want to clear some of the choices - select which should not be cleared. |
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Note that the "Don't Clear Date" option will only show if the date is different to Today |
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Credit card numbers are never stored in the system - they are passed to eway or other credit card gateway To confirm whether the API key and password combination is correct on the eway site. Please use the link, https://api.ewaypayments.com/soap.asmx, to confirm whether the API key and password combination is correct. Once you click on the link, you will be promoted to enter the username and password. The username is the API key and password is the password you use for that API key. If the API key and password combination is correct, it will load a Rapid API page, and it is not correct, it will refresh to a blank page prompting to enter the API key and password again. If eWay response TIMEOUT is the result - the system will create the journal in a "Pending / Undeposited " status - as our system does not know if it did work and EWay did not tell us If an error code is received
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eWay payments are batched to simplify the Bank Reconciliation
See also Bank Accounts - Creating and Managing Bank Accounts
Credit Card Refunds using eWay
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Allocation of Payments to invoices
Crediting an Invoice
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- Rollback the sales order to return stock
- Manually create a single line credit note for the full amount and allocate to the invoice
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Credit notes can be created manually if required at any value and then assigned to many invoices. FX Currency credit note allocations are based on the FX currency open amounts and may generate a FX exchange gain or loss if the FX rates are different between the invoice and the credit note. |
Refunds when overpaid
Once a credit note has been raised - or if the customer is in credit - a refund can be created
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That allows users with the secure feature Secure FeaturesFeatures#CanWriteOffBalance to write off small outstanding amounts on invoices. Creates a Debtor Credit note allocated to the Invoice.
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Creates a Debtor General Journal allocated to the payment.
Foreign Currency Debtor Payments
See Foreign Currency Transactions (fx)#ForeignCurrencyDebtorPayments
Sending Statements to Customers
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After selecting the filters you want to use - the system will provide a list of all debtors that are overdue based on your filters
Once you have the list - review and contact any you wish to contact - sending them a statement
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Extend the due date on any invoice
if you have the Secure Feature then can adjust the invoice due date regardless of the invoice date.
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- Manually on the Debtor (Locked Stop Supply)
- Automatically
- Breaching Credit Limit for the Debtor
- Manually using the Stop Supply Rules in the "Sending Statements and Stop Supply" Accounts Receivable Dashboard
- Amount Outstanding limit will add them to the list
- Days Grace limit - provides some grace days in addition to terms before enacting stop supply.
Auto Stop Supply
Setting on the Host Company form - the system will find any debtors that are overdue and put them on stop supply.
Note: any debtor may be flagged as "Never Stop Supply"
The Stop Supply Report lists all debtors put onto stop supply since a chosen date
Stop Supply Review
After putting debtors on Stop Supply a new list will display on the Stop Supply Report tab, showing all debtors processed
- If a debtor was processed but not put on Stop Supply then the Results column will show either:
- 'Skipped', which indicates that they have 'Never Stop Supply' ticked under 'Invoicing Rules' in 'Extended Attributes' on the Debtor form. This replaces the Rating 1 in the Expanz system.
- 'Error', which indicates an error occurred. This should be followed up with Saasplications.
- The Result column will show 'No stmt opt', 'Stmt opt None' or 'Stmt opt Print' if the debtor's 'Statement Option' (under Additional in 'Extended Attributes') is not Email.
- The Result column will show 'No email' if the debtor does not have an Accounts contact with an email address.
- If the Result field is not blank then the Send and Comments fields will be disabled and a statement cannot be emailed.
- Enter text in the Comments field to have this displayed in the email that is sent with the statement attached.
- The email will use the email template with a Usage Context of Debtor and a System Usage of Statement.
- The comments will replace [CreditHoldEmailComments] in the email template HTML area.
- A single statement can be emailed by right clicking on a line and choosing 'Email statement'. The Send box does not need to be ticked.
- A number of statements can be emailed by multi-selecting lines, using Shift + click or Ctrl + click. Only those lines with a blank Result field will be emailed. The Send box does not need to be ticked.
- The Action menu button includes an option to email statements to all of the lines with the Send box ticked.
- The Action menu button includes an option to list all of the debtors put on hold automatically today. This list can be used in the same way as the list generated when the debtors are put on Stop Supply.
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Once the debtor is on Stop Supply - Stop Supply can be locked. Once locked it can only be removed manually. Requires Secure Feature.
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Who can be put on stop supply?
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You can find all the orders that are on hold by looking at the sales order list - review and take them off hold (if you have the relevant Secure Feature).
How is Stop Supply Removed
Stop supply can be manually removed (Secure Feature Required)
If a payment is recorded the customer will be taken off stop supply by the system (unless it is locked)
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When a debtor is taken off stop supply - the sales rep will receive an automatic email with the subject line "Customer xxxxxxx has been taken off stop supply" |
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Uploading Large Remittance Advice - eg buying groups
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In this case you can upload the remittance advice to the system - match to the invoices involved and decide if you are going to write off the differences or not.
The spreadsheet format
Drag and drop a remittance advice file onto form.
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- RA ref - highlighted if no match found or if matching journal is for 'other' buying group entity.
- Hover mouse over cell for an explanation of which applies.
- Our ref - will only have a value (highlighted) if a journal with a different reference to the RA ref has been manually matched (see below).
- Our amt - will only have a value (highlighted) if the journal amount does not match RA amt (RA 'Inv Gross $').
- Our open - will only have a value (highlighted) if the journal has been partly allocated.
- Our branch - will only have a value if the journal branch does not match the RA branch.
- Our date - will only have a value if the journal date does not match the RA date.
Audit trail of changes on Journals
Each Journal has a view of what it looked like before it was changed
Search across journals to find changes made
Settings
Settings - Debtor Terms (Host Company)
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Trading Terms for customer ROG (Receipt of Goods) applies only to export orders. If these terms apply then payment will be due the number of days after the order Expected Delivery date. |
Settings - Writing off Small Amounts (Host Company)
Archiving Debtors - From "Collect Only" to "Archive"
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