Overview

When a debtor is on stop supply - sales orders are placed on hold

Sales Orders can be released from hold to ship individual orders

Sales Orders may be put onto hold for different reasons than the Debtor being on hold

Debtor Stop Supply - information and manual setting

The Stop Supply check box will be disabled (greyed out) if:

• The logged in user does not have secure feature 'Can Maintain Credit Hold'.
• The customer is 'Stop Supply Locked' (see below)

Debtors that cannot be on Stop Supply

Tools to manage stop supply across many debtors

Change the 'Stop Supply Minimum Amount Outstanding' value from the default if required.

• This is the minimum amount that the debtor can have outstanding (out of terms) and not have Stop Supply set.
• The default can be changed by selecting 'Save x as Default Stop Supply Minimum Amount Outstanding' from the Action menu.

Change the 'Out Of Terms Days Grace' value from the default if required.

• This is applied to the due date when calculating the debtors ageing totals to give them some grace.
• The default can be changed by selecting 'Save x as Default Out Of Terms Days Grace' from the Action menu.

Select 'List all customers out of terms (with Grace Days)' from the Action menu to show the customers who will be affected by the following action. (This step is optional.)

Select 'Put all customers out of terms on stop supply (with Grace Days)' to set Stop Supply for eligible customers.

• • Note that customers with a Rating of 1 (far right column of above list and Debtor Maintenance form, Debtors tab, Extended Attributes, Special Terms) will not have stop supply set on.

Removing Stop Supply on an individual Debtor Manually

Stop Supply can be set off for an individual debtor by a user with the secure feature 'Can Maintain Credit Hold' unless the customer is 'Stop Supply Locked' (see below)

When does the system remove Stop Supply

A customer can be taken off Stop Supply automatically when

• a payment, credit or allocation to a debtor journal is recorded that takes the customer's outstanding amount (without grace days) to or below the 'Stop Supply Minimum Amount Outstanding' default value.
• The customer is not 'Stop Supply Locked'
• The customer's parent, if any, is not 'Stop Supply Locked' - see Customers and the Debtor Card#SendinginvoicestoaParentCompany

The host company must have the 'Auto Off Credit Hold' ticked

Stop Supply Locked

If a customer is on Stop Supply then Stop Supply can be locked for that customer so the system will not remove it.

Stop Supply is locked if the Debtor has a status of 'Hold', 'Collect Only' or 'Archived'.

Hold status

• Used to prevent Stop Supply being set off or sales orders unheld except by authorised users.
• Can only be set on if customer is on Stop Supply.
• User requires a role with the secure feature 'Can Lock Credit Hold'

Collect Only and Archived status

• Used when we cease trading with a customer.
• Payments can still be received but new orders will be held with no way to unhold them.
• No debtor changes can be saved.
• Can only be set on or off by user with the secure feature 'Can maintain archived debtors'.
• Status menu, select 'Collect only' or 'Archive' and Save.

If a customer is 'Stop Supply Locked' then Stop Supply cannot be set off, manually or automatically.

Stop Supply can be unlocked. The same authority that is required to lock is required to unlock. Unlocking is performed in the same way.

Sales Order Hold Status

Any status change of an order, including to and from Hold status, will be written to the order log.

A Sales Order with Hold Status cannot be picked. It must be unheld first.

Manually Setting a Sales Order to Hold

A sales order can be given hold status by selecting the Status menu 'Put Order on Hold' option. This option will show if:

• The order is not already held.
• The status is not Delivered/Despatched, Closed or Cancelled.
• The logged in user has secure feature 'Can Maintain Credit Hold'.

Sales Orders placed on Hold by the system

A new sales order for a customer on Stop Supply will automatically be given Hold status when submitted.

When a customer is put on Stop Supply any orders with an 'eligible status' will be given Hold status.

Removing Hold from Sales Orders

A sales order can be unheld by selecting the Status menu 'Take Order off Hold' option.

This will show if:

• The order has Hold status and the customer is not on hold

This requires the Secure Feature 'Can Lock Credit Hold' if the customer, and/or the customer's parent if any, have 'Hold' status

This requires the Secure Feature 'Can Maintain Credit Hold' if the customer and the customer's parent if any, are 'Stop Supply Locked' 

If the customer has 'Collect Only' or 'Archived' status then the order cannot be taken off hold.