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Debtor

Stop Supply is controlled by a check box, shown on the Debtor Maintenance form (Debtors menu, Debtor Maintenance), Debtors tab, labelled 'Stop Supply'.

  • 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).

Setting on

Stop Supply can be set on for an individual debtor by a user with the secure feature 'Can Maintain Credit Hold' clicking on the stop supply check box on the Debtor Maintenance form.

Stop Supply can be set on for all eligible debtors using the Accounts Receivable form (Debtors menu, Accounts Receivable), Stop Supply tab.

  • 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, Debtor Maintenance form, Debtors tab, Extended Attributes, Special Terms) will not have stop supply set on.

Setting off

Stop Supply can be set off for an individual debtor by a user with the secure feature 'Can Maintain Credit Hold' clicking on the stop supply check box on the debtor maintenance form, unless the customer is 'Stop Supply Locked' (see below).

A customer can be taken off Stop Supply automatically when a payment, credit or allocation is recorded that takes the customer's outstanding amount to or below the 'Stop Supply Minimum Amount Outstanding' default value.

  • The host company must have the 'Auto Off Credit Hold' check box on the Maintain Host Company form (Administration menu, Host Company, General tab, Extended Attributes, Sales/Credits/Stop Supply) ticked.
  • Either a debtor payment or a debtor credit note or an allocation to a debtor journal is saved.
  • The customer's outstanding debt (without grace) after the payment, credit or allocation is equal to or less than the 'Stop Supply Minimum Amount Outstanding' default value.
  • The customer, and the customer's parent, if any, is not 'Stop Supply Locked' (see below). (A customer has a parent if the 'Invoice My Parent Company' check box (Debtors tab, Extended Attributes, Special Terms) is ticked and a Parent Company is selected on their Company form, ???)

Stop Supply Locked

If a customer is on Stop Supply then Stop Supply can be locked for that customer.

  • The user must have secure feature 'Can Lock Credit Hold'.
  • On the Debtor Maintenance form, Advanced tab, Maintenance menu, select 'Lock Stop Supply for Customer Name' 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 user must have secure feature 'Can Lock Credit Hold'.
  • On the Debtor Maintenance form, Advanced tab, Maintenance menu, select 'Unlock Stop Supply for Customer Name' and Save.

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.

Setting on

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'.

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

When a customer is put on Stop Supply any orders with an 'eligible status' will be given Hold status. The 'eligible status' varies by system and might be Plan only, or Plan and Authorised, for example.

Pre-hold status

Before an order is held the status is saved as pre-hold status.

  • A status of Authorised is saved as a pre-hold status of Plan.

Setting off

A sales order can be unheld by selecting the Status menu 'Take Order off Hold' option. This option will show if:

  • The order has Hold status.
  • The customer, and/or the customer's parent if any, are 'Stop Supply Locked' and the user has secure feature 'Can Lock Credit Hold' or
  • The customer, and the customer's parent if any, are not 'Stop Supply Locked' and the user has secure feature 'Can Maintain Credit Hold'.
  • (A customer has a parent if the 'Invoice My Parent Company' check box on their Debtor Maintenance form, Debtor tab, top centre, is ticked and a Parent Company is selected on their Company form, Company Details tab, bottom left.)

When a customer is taken off Stop Supply any held orders will be unheld.

Pre-hold status

When an order is unheld:

  • If it has a pre-hold status then the status will be set back to this
  • otherwise, if the order is invoiced then it will be set to Picked status
  • otherwise it will be set to Plan status
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For information about SaaSplications go to http://saasplications.com.au