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When a Debtor ceases to trade or you decide you will no longer trade with them you can remove them from lists in the system by Archiving them.

To Archive a debtor is to enter and end date.

If the Debtor still owes you money the status will be "Collect Only" until the debt is collected or written off.

You can search for debtors at different statuses using the filter on the Reports tab

End Dating a Debtor

An end date can be:

In the future - you know when they will stop trading
1. A warning will show on Sales Orders
2. A warning will show when the Debtor is Retrieved in the Debtor form
In the past - you are cleaning up
1. immediately changes the debtor status to "Collect Only" if they owe money
2. Sets Stop Supply on
3. Changes the status to "Archived" if their is no outstanding debt - or when the debt is has been paid
Current date

End Date can only be set by a user with Secure Feature Can Maintain Archived Debtor

Removing an end date is done from the Status Menu and can only be done by a user with Secure Feature "Can Maintain Archived Debtor"

Debtor will remain on Hold when end date has been removed. See Managing Stop Supply to remove.

Telesales Followup

Sometimes you would like to win the debtor back as a customer and stay in touch - create a telesales followup

A followup call will be created for the Telesales Dashboard

Collect Only indicates that no orders can be shipped and no returns processed.

Allowed Journals

Debtor Payment
Debtor Credit Note
Debtor General Journal (if user has Secure Feature "Can Maintain Archived Debtors")

Users with secure feature "Can Maintain Archived Debtors" can:

Choose a different sales rep or none in the dropdown and use the menu > Actions > Status > Update Sales Rep
Re-instate a debtor from Collect Only status

Archived Debtors are not visible in the system normally

Users with Secure Feature "Can Maintain Archived Debtors"

Can find and view Archived Debtors
Can use the Actions menu to re-instate from Archive
Can chose a different sales rep (or none) from the dropdown list - then menu > Actions > Status > Update Sales Rep

No Changes can be saved to Archived Debtors

Orders cannot be Submitted, Authorised or removed from hold

To change the status of an Archived Debtor - user must have the secure feature

A debtor from any status can be reverted to a lead status. Normally this might ocour if they have been dormant for a while

Status menu option to 'Revert Debtor to Lead' offered if user 'Can maintain debtor terms', debtor has OK status and no debt.
'Revert Debtor to Lead' will be rejected if debtor has any sales orders authorised but not yet delivered.
'Revert Debtor to Lead' will set debtor Stop Supply on and Hold any sales orders in Plan status.