Eclipse Standard Operating Procedures - Release 8
Account Receivable
These documented procedures were designed based settings described in the Suggested Maintenance section.
Revised 2/06/04 Intuit® EclipseTM, among others, are registered trademarks and/or registered service marks of Intuit Inc. in the United States and other countries. Other parties' trademarks or service marks are the property of their respective owners and should be treated as such.
Suggested Maintenance Settings
ECLIPSE STANDARD OPERATING PROCEDURES
CATEGORY: Invoicing TOPIC: Suggested Maintenance Settings REVISION: Revision 2 2/06/04 SUGGESTED MAINTENANCE SETTING: GP Preview Report Parameters Control Maintenance Record should be assigned with the min
and max GP % to automatically appear when running the report. Also indicate whether or not you want to restrict a user from changing these parameters.
Print Status Override on Manifest Close = P
If utilizing Epad: Print Status Override on EPAD Signature Upload = P
If utilizing Star Ship:
1. Print status Override from Star Ship = P Printing Invoices: Valid Invoice Select Codes specified in control file maintenance if necessary to designate
periodic print cycles (ie Daily, Weekly, Monthly). Default Invoice/Statement Batch Sort designated as either Zip or Name. Print Paid-In Full Invoices = N Invoice Print Copies = 0, Q Status Invoices to Invoice Preview Queue Control
Maintenance Record = Y. (Invoices will not be printed but they will be sent to the Invoice Preview Queue if the print status is Q.)
Customer File maintenance o Under the Pricing hotkey specify the following:
Number of invoice print copies:1-9, 0 for none, blank is equivalent of specifying 1.
Number invoice fax copies: 1, 2, E for EDI, Blank for no fax copies. Invoice select code - Specify if necessary (ie Daily, Weekly, Monthly) In contacts, make sure FAX and a number is listed. If a specific number is
to be used for invoice faxing, create a contact named INV.FAX with the designated number.
o Customer file maintenance has Invoice Print Copies field on the Customer Pricing / Printing screen set to zero if the customer is not to receive invoices. (I.e. COD customers.)
Fax Setup o Select Print Invoices on the Orders, Printing menu. Enter the Branch # and select
the Fax Setup hotkey. The fax number should read 999-999-9999 and the To, From and message should be generic. Such as To Accounts Payable, From Accounts Receivable, Msg Invoices.
Invoicing Suggested Maintenance Settings.doc
ECLIPSE STANDARD OPERATING PROCEDURES
CATEGORY: Accounts Receivable TOPIC: New Customer Suggested Maintenance Settings REVISION: Revision 1 3/26/03 SUGGESTED MAINTENANCE SETTING: New Customer Maintenance Template = Assign from customer file by branch. Customer File Setup: • No printing of shipping ticket when credit limit exceeded, unless auth • Company checks accepted • Personal checks accepted • Apply credits to oldest buckets when aging account • Credit Limit: assign appropriate $ on the low end • Terms Code: Standard terms New SOE Customer Template = Assign from customer file by branch. Customer File Setup: • Always COD • Company checks accepted • Personal checks accepted • Apply credits to oldest buckets when aging account • Deposit %, Stock and Nonstock set at appropriate % • Terms Code: COD In both the New Customer Maintenance Template and New SOE Customer Template assign the following criteria: • Pricing hotkey to assign information such as the price class, print style, number of invoice and
statement copies via printing/faxing/EDI. • Branch hotkey to assign default home branch and accessibility. • Under Files, Customer/Vendor Controls, Credit Control Parameters, set default to same
settings as New SOE Customer Template above.
New Customer Suggested Maintenance Settings.doc
ECLIPSE STANDARD OPERATING PROCEDURES
AR Suggested Maintenance Settings Rel 8.doc
CATEGORY: Accounts Receivable TOPIC: Suggested Maintenance Settings – Rel 8 REVISION: Revision 2 2/06/04 SUGGESTED MAINTENANCE SETTING: Cash Receipts – Payment Discrepancies: • Set up the following valid invoice status codes and customer invoice status messages:
o UNAP – Unapplied o OVER – Over payment o PRC – Price adjustment, short pay price o DISC – Discount not given o FRT – Freight not paid o DISP – Disputed, did not pay o NSF – Non Sufficient Funds (Make aging bucket “Force to 120 Days” and do not
flag any of the exclude options.) On each of these invoice status codes, if the customer could be right, flag the first 3 options in the exclude:
1. Customer’s credit limit calculations 2. Service charge calculations 3. Avg weighted days to pay calculations
AR Collection Queue: • Schedule AR Collection Driver to run daily. • Valid Activity Source of “Collect” • Default Customer Activity Source in AR Inquiry of “Collect” • Default Customer Source in A/R Collection Queue of “Collect” • Run Credit Statistics Calculations utility should be run twice a month. Handling NSF Checks: • Set up "Non-Sufficient Funds" misc charge item for each bank with all tax exemption groups
set to NEVER. • Set up "Bank Charge" misc charge item with all tax exemption groups set to NEVER. Sales Tax Corrections: • Set up Misc Charge items for “Tax Always” and “Tax Never” with the following criteria:
o Price line of MiscCharge where check availability is turned off. o Validate sell group of MiscCharge. o Buyline of MiscCharge. o Create new GL account called “Sales tax exchange” pointing to a balance sheet as
a liability and flagged as Misc. Charge Allowed. o “Tax Always” has all tax exemption groups set to Always and “Tax Never” has all
tax exemption groups set to Never. • Skip Ret Goods Verif for Product Types = MiscChrg Cash Payment to Apply on Account: Set up Misc Charge item "Payment on Account"
ECLIPSE STANDARD OPERATING PROCEDURES
AR Suggested Maintenance Settings Rel 8.doc
Issuing Refund Check to Customer: Set up "AR Exchange" account in GL Maintenance. This account should be flagged for
both C/R Adjustment Allowed and A/P Adjustment Allowed. It is a Balance Sheet account and Asset or Expense.
OPTIONAL: Set up a "Customer Refund" Vendor with a Expense Distribution called "Refund" pointing to the AR Exchange GL account with 100% distribution. Vendor should be flagged as a "Pay To" only with Terms of Net.
Service Charges: Create "Service Charge" product as a Misc Charge item with a GL account of Service
Charge Income. Use the Remind hot key to enter a message that will be displayed if this product is selected during order entry, cautioning the order taker not to use this product in order entry.
Identify service charge item in Service Charge Setup found under the System menu in System Files and then Customer/Vendor Control.
Control Files: Credits To Include In Service Charge Calculation - Specify past due credits, all credits, or
no credits at all. When left blank, all credits are included. Default Service Charge Sales Source - Assign appropriate sales source defined in G/L
Sales Sources on the System Menu under System Programming and GL Setup. If this Control Maintenance record is blank, the Sales Source for service charges will be the default setting of “SR” that is hard-coded into Eclipse.
Default Ship Via For Service Charge Tax Code - Assign appropriate ship via for taxing purposes.
Include Service Charges in Service Charge Calculation - Indicate Y or N as to whether or not to include a customer's previously assessed unpaid service charges in the current service charge calculation.
o If necessary, override on an individual customer basis in the "Include S/C Inv in S/C Calc" field found in Customer Maintenance using the Credit hot key and then the Add'l Credit Data hot key.
Service Charge Default Terms - Assign appropriate terms code to be used as the default terms code on all service charge invoices.
Show Detail on Service Charge Invoice - Indicate Y or N as to whether or not the the service charge invoice lists each transaction with an overdue balance and its corresponding service charge.
Use Current Balance for Service Charge Calculation o N to calculate a customer's service charge using the overdue balance as of the
posting date, regardless of when you run the program. o Y to calculate a customer’s service charge using the overdue balance as of the
actual day the Post Service Charges program is run. Terms Maintenance: Enter the service charge that will be added to past due amounts. If necessary, assign a Minimum Charge and flag the Post Minimum Chrg in the Service
Charge column to Y. (If the calculated service charge is less than the specified minimum charge, the difference will be added to the handling costs of the order to make the total service charge equal to the minimum.)
Accounts Receivable
Q / MPick Ticket prints and Prt flag
automatically changes to Q (or M ifon a manifest)
PChange print status to P
Run Detail Invoice GP %Report
BPrint status automatically changes
to B
Invoice prints and Prt statuschanges to N
HPrint status automatically
changes to H
Pricing issue is correctedand Prt status is changed to
B
GP OK
GP not OK
Coordinate this report with time invoiceprinting is run
Set "Select Print Status" to a PSet "Auto Set Print Status" to a Y
INVOICING PROCESS - Rel 8
Revision 14/8/02
Designated associate receivesticket after order is shipped andgoes into the Invoice Preview
Queue
Enter the branch number, pressenter through the start date, enterin today's date for the end date,
and select Q, M
Do freight charges needadded?
Go intothe
Freighthotkey on
theInvoicePreviewQueue
Addfreight
charges tothe
appropriate column
(eitherBillable orExpense)
If the customer is freightexempt and you try to putthe freight in the billablecolumn, it will tell you the
customer is freightexempt so you know to
put it in the expensecolumn.
No
Yes
Access salesorder in editmode and
enter trackingnumber as acomment onthe top line of
the salesorder
Delivery Method: Prt Flag when Pick Ticket prints:
Change to P (Manual or Auto):
Our Truck M Auto Non-Integrated 3rd Party (Not using StarShip)
Q Manual
Integrated 3rd Party (StarShip) Q Auto Customer Pick Up / Will Call – Not using Epad
Q Manual
Customer Pick Up / Will Call – Using Epad
Q Auto
PRINT INVOICES - Rel 8
Access Print Invoices (foundunder the Orders menu and
then Printing)
At the verify alignment prompt,press C to continue
Select the Msg hotkey, enterthe appropriate message, and
press Esc when finished
Select the Print hotkey
Select the Preview hotkey.When finished, escape back to
the invoice printing screen.
Verify the Sort By field
In the Selecting Branch field,designate if the branch or
territory specified relates to thepricing or shipping branch
Press Enter through thedefault entry of ALL in the
Batch ID field
Designate Ship Date Cutoff orleave blank
Designated appropriate invoice select code(ie daily, weekly, monthly) and Bill To or Ship
To to designate where the Invoice selectcode should be pulling from.
Leave invoice status blank
Enter the appropriate branch,territory or ALL
Are invoice select codesbeing utilized?
Do you want to previewthe selected invoices?
To select only those invoices with a shipdate up to and including the
specified date, enter a date in this field.
If necessary, Batch ID can be specified toselect invoices corresponding to ordersassigned a particular Batch ID on theHeader screen. To select invoices in
multiple batches, use the Multi Batch IDshotkey
The Sort by field is automatically filled inby a control file setting. Change if
necessary.
Do you need to edit theinvoice message?
Yes
No
Yes
No
No
Yes
Revision 12/06/04
INVOICE PREVIEW QUEUE REVIEW
Revision 13/14/03
DAILYReview non-will call tickets older
than 1 day on a daily basis
Do appropriateresearch in order to
change the Prt flag to aP
After doing thorough research, entera comment in the internal notes thatidentifies the date you tried to find
the ticket, change the status toInvoice and the Prt flag to P
Change the statusto Ship on with theappropriate Ship
Date and return thematerial to the shelf
Change ship date today material will be
shipping
WEEKLYReview will call tickets on a weekly
basis
Take the report to find all the tickets
Is the Prt flag Q or HIs the order a direct?
Is order shippingwithin 7 days?Able to find ticket?
Is Ship Via "Will Call"?
Enter in your branch, leave the start date blank,and fill in yesterday's date for the end date.Enter Q, M and H in the Select Print Status field.Leave the ship via field blank and press Enterthrough the remaining fields.Once all the orders appear, select the Sort hotkeyand choose "Ship Via by Order #".Select the Print hotkey.
This indicates apricing issue that
needs to be resolvedbefore the Prt flag is
changed to B
No
Yes
Q
H
No
Yes No
YesNo
Yes
Enter in your branch; leave the start dateblank, go back one week for the end date.Enter Q, M and H in the Select Print Statusfield.Enter Will Call in the ship via field and pressEnter through the remaining fields.Once all the orders appear, select the Printhotkey.
Continued on page 2
Page 1 of 2
Examples of why the Prt flag may be Q:Lot Billing order in need of review.AP processed direct and forgot tochange Prt flag to P.Negative direct sales order return inunapproved status.
Examples of ways to research:Inventory count verificationReview the change log forticket printing and other activity
MONTH ENDPrior to printing statements, all
tickets should either be changed toa B Prt flag to finish the invoicingprocess or the ship date moved to
the following month
Change the ship date to the day thecustomer is coming and enter notes
in the internal notes field
Have appropriate person call thecustomer to see when and if they
are coming in for the material
Take the report and make sure alltickets are still in the will call folder
Is Customer coming formaterial?
Is the ticket still in the will callfolder?
Put the material back in the binlocation stated on the pick ticket and
cancel the order
No
Yes
No
Yes
WARNING: Make sure youdo not move tickets from
month to month instead ofresolving the problem.
Continued from page 1
INVOICE PREVIEW QUEUE REVIEW
Revision 13/14/03
Page 2 of 2
After doing thorough research, entera comment in the internal notes thatidentifies the date you tried to find
the ticket, change the status toInvoice and the Prt flag to P
Examples of ways to research:Inventory count verificationReview the change log for ticketprinting and other activity
CASH BOX BALANCING AND MAKING BANK DEPOSITS
At the end of the day, run theCash Box report using aJournal Format of Wide
Post difference to an over/shortaccount so the Apply amount is
zero
Enter the appropriate branchand select Cashbox for the GL
account. Enter the totalamount from the cash box
journal for the cash and checks.
Escape to save and make bankdeposit
In the Amount, enter theamount being deposited
Enter misc cash receipt headerinformation
When ready to make bankdeposit, open misc cash
receipts
Check the Open Balanceamount column.
When required, change Prt flagon orders from Q to P
Make sure the cash, check andcredit card totals on the reportmatch the amount you have in
your cash box
Is the Apply amount zero?
This should be the total on the cash box journalfrom all the days since your last bank deposit.
NOTE: Make a separate entry for credit cardsto the appropriate bank.
No
Yes
Refer to the cash box tray of tickets to research theproblem. If you have more money in your cash boxthan what is showing on the cash box journal, check
to make sure payments have been entered andapplied to all cash sale orders. If you unable to find
the cash sale ticket(s) to resolve the problem, tryrunning the Invoice Register with a select of COD as
the terms to see if you can identify the problem.
This is required for countersales and pick up orders where
EPad is not being utilized.
Revision 13/11/03
Do totals match report?Research difference and
make appropriatecorrections
Yes
No
When an order is in invoicestatus, this number should bezero indicating the payment
was applied
Is there an open balance?
No
Is it a deposit? Apply payment to orderNo
Yes
Yes
Revision 13/26/03
SETTING UP NEW CUSTOMERS
Set up new customer in customerfile maintenance
Verify or change credit limit, creditparameters and terms
Append job queue to salesassociate indicating customer set-
up is complete
Sales associate set up newcustomer at time of order entry
Should customer be assignedcredit instead of default COD
status
No further action isnecessary
Send job queue to designated creditassociate to assign credit
parameters to new customer
Yes
No
Review fields in customermaintenance screen
Access Pricing hotkey and verify/change all appropriate information
Access Branch hotkey to assignhome branch and branch
accessibility
RELEASING CREDIT HOLDS - Rel 8
Revision 13/14/03
Order writer communicatesdirect PO with vendor (i.e.
fax, EDI)
NOTE: The order writermust escape out of theorder for it to appear on
the queue.
Check the Open OrderStatus Review Queue for
the Sel Items of Credit on aregular basis throughout
the day
Select the Credit Overridehotkey
Okay to release credithold?
Enter the appropriateoverride amount
Accessthe Denyhotkey
No
Yes
Select the A/R Inquiryhotkey to determine if thecredit hold can be released
A job queue isautomatically sent to
the order writerindicating the release
has been denied
A job queue is automaticallysent to the order writer
indicating the credit hasbeen released for the
specified dollar amount
Receive call from salesassociate with counter
sales order to be released.Pull up order in Open OrderStatus Review Queue with
the Sel Items of Credit.
Is the order a direct? Pick ticket prints
Yes
No
NOTE: An attemptmust be made to fax ore-mail a direct on holdbefore it will appear in
the credit queue
Override amount can be equal to orgreater than the total sales $ amount. Ifamount is greater, the sales person canadd additional items to the order withoutrequiring another credit hold release untilthe override amount has been exceeded.
CASH RECEIPTS
AR receives payment from acustomer
Apply payment to appropriateinvoices
See the "Cash Receipts PaymentDiscrepancy" flowchart
Escape to save changes
Verify the balance column for thepaid order(s) is blank and the
unapplied field is blank
Open Cash Receipts and enterappropriate header information
Did the customer over orshort pay the invoice? Yes
No
Revision 13/26/03
Is there remittance adviceindicating what they are
paying?
Can you find amatch?
Yes
Yes
No
Contact customer tosee where paymentshould be applied orleave on account?
Contact customerto determine
where paymentshould be applied
No
Contact
Leavepaymentunapplied
Leave
This will appear as a credit on thepayment record.
When you get instruction on where thepayment is to be applied, pull up the Crecord and space bar the appropriate
invoice.
If the C record is in a closed period,create a new C record and select the
original C record along with the invoice.
Customer payment discrepancy
Discrepancy due to sales taxissue?
CASH RECEIPTSPayment Discrepancy - Rel 8
This will appear as a credit onthe sales orderNo
Yes
Revision 13/26/03
See "Sales TaxCorrection" flowchart
Did customer over or shortpay invoice?
Enter Invoice Status of"OVER" for over payment
Tab over to cash fieldand enter full payment
received
Select the NoDiscT hotkey and thenpress the space bar to select the invoice
Select the adjustmenthotkey and enter a credit
to the appropriate GLaccount for freight
Enter Invoice Status of"DISC" for discount andleave in open balance
Correct discountamount in discount
column
Did customer take a discountwhen they shouldn't have?
Shortage due to freight?
Did customer not takediscount?
Okay to short payfreight?
Give discountanyways?
Short
Yes
Yes
No
No
YesEnter Invoice Status of"FRT" for freight andleave in open balance
Yes
No
Enter Invoice Status of "DISP" fordisputed and leave in open balance
No
Over
Yes
No
Select the same GL account for freight(ie inbound vs. outbound) by looking at
the entry listed above in the ARAdjustments screen.
A negative entry debits the account andcredits (decreases) the AR account
Discrepancy due to price ofitem(s) on sales order?
See "PricingAdjustment" flowchartYes
Call customer to find out why theyshort paid
Get an immediate responsefrom the customer?
No
Resolve using methods listed abovedepending on the reason for the
short payYes
If invoice has already been selected,press the space bar to de-select
Notice the discount is followedby a "?" indicating the
discount was not taken andthe full cash amount has
automatically been filled in
Revision 13/14/03
SALES TAX CORRECTIONS
Enter the value of the invoice inthe sell price
Attach a line item comment withthe original sales order number
and reason for credit
Enter a new sales order for thecustomer
CUSTOMER SHOULD NOT HAVE BEEN CHARGED TAX CUSTOMER SHOULD HAVE BEEN CHARGED TAX
Enter -1 with "Tax Always" asthe product
Enter 1 with "Tax Never" as theproduct
Enter the same value of theinvoice in the sell price
NOTE: The nettotal should be
the credit for thetax.
Make sure both items aregrouped together on the status
screen
Invoice the order and changethe Prt to N
Enter the value of the invoice inthe sell price
Attach a line item comment withthe original sales order number
and reason for charge
Enter a new sales order for thecustomer
Enter -1 with "Tax Never" as theproduct
Enter 1 with "Tax Always" asthe product
Enter the same value of theinvoice in the sell price
NOTE: The nettotal should be
the invoiceamount for the
tax.
Make sure both items aregrouped together on the status
screen
Invoice the order and changethe Prt to B if you wish to mail acopy to the customer or N if no
copy is needed
Apply credit to incorrect invoicein Cash Receipts
PRICING ADJUSTMENTSPayment Discrepancy
Revision 13/26/03
Enter PRC for Price Adjustment inthe Invoice Status and leave
balance open
Create a new cash receipt enteringADJ and the date for the check#
Enter the correct price on the rebillgeneration
Select the Credit/ Rebill option
Designated associate select theCredit/Rebill hotkey from the
generation that has the item(s) thatneeds the price corrected
Notify customer and leave balanceopen with Invoice Status of DISP for
disputed
Order writer appends job queueindicating whether or not the priceon the order should be changed to
what the customer is paying
Job queue the order writer withprice customer is paying
Identify cash receipt discrepancy isdue to a pricing discrepancy on an
item(s)
Change price on order? No
Yes
Go to Status screen and change thePrt flag to N
Select the balance remaining on theoriginal generation, the credit
generation and the rebill generation
HANDLING NSF CHECKS
On status screen, changestatus to Invoice and Prt to
B
Enter a "Bank Charge"product for the amount of
the NSF charge to bepassed onto the customer
Attach a line itemcomment listing the checknumber, amount and the
date the check wasreturned
On the first line enter theappropriate "Non-
Sufficient Funds" productwith the amount of the
bounced check
Receive notification fromyour bank that a check
has bounced
Create a new sales orderfor the customer thatbounced the check
Revision 22/06/04
May want to contact thecustomer
This misc charge accounthits the bank account
On the Header screen,make sure the Terms codedoes not allow a discount
(i.e. NET)
Contact appropriateassociate to process
Journal Entry to record thebank fee
Debit Bank ChargesCredit Cash in Bank
Access the Addl and AddlHeader Info hotkey and
select NSF for the InvoiceStatus
CASH PAYMENT TO APPLY ON ACCOUNT
Create a new sales order forthe customer
Select both the credit salesorder and the appropriate
invoice(s) to apply
Accounts receivable enters thecustomer in Cash Receipts
with a Check # of Offset andan amount of $0.00
Send a job queue to AccountsReceivable to apply the
payment to the appropriateinvoice(s)
Go to the totals screen andenter the appropriate cash,
check or credit card payment
On the body of the order, enter"Payment on Account" misccharge item with a commentindicating which invoice(s) thepayment should be applied to
Change status to Cancelled onopen generation. (Payment
generation will remain)
Print acknowledgement to giveto customer as a payment
receipt
Cost & Sell on misc chargeitem should remain $0.00
Revision 12/06/04
ISSUING REFUND CHECK TO CUSTOMER
Set up thecustomer
as avendor
Select the Manual Check hotkeyand select the appropriate bank
Select the Expense Distributionhotkey and select "Refund"
Enter the customer name in theInvoice # field and the amount to
be refunded in the Inv Amt
Enter the appropriate check #(starting with M indicating a
Manual check), branch # and date
Create a payable in AP Entryusing the generic "Customer
Refund" vendor
AR associate append job queue toAP associate requesting
completion of the refund process
When cursor is on credit salesorder, select the Adjustment
hotkey and enter a credit to the ARExchange Account
AR associate goes into cashreceipts for that customer, enter
"Refund" as the Check # and$0.00 in the amount field
Send job queue to AR associaterequesting refund check to be
issued
Enter credit on sales order andprocess return goods appropriately
Need to issue refund check tocustomer for a return
Return should be in aninvoice status with N for the
print flag
Will check be included innormal check run or willmanual check be cut?
Create apayable inAP Entryusing this
vendoraccount
Enter Refund inthe Invoice #field and theamount to be
refunded in theInv Amt
Change theview to GL
Distribution andenter the ARExchange GLAccount and
refund amountManual Check
CheckRun
This will automatically assigna GL account of AR
Exchange with the refundamount
Write manual check and issue tothe customer
Check will beprocessedduring thenext check
run
Vendor should be flagged as a"Pay To" only with Terms of Net.
Revision 12/06/04
SERVICE CHARGESSelect Post Service
Charges from the A/R menu.
Leave the Customer field blank
Enter specific customer in theCustomer field
Indicate Y or N in the Post at Ship-To Level field
Indicate B or N in the Set PrintFlag field depending on whether or
not you want to print the servicecharge invoices
In the Posting Branch, indicatewhether the service charge
invoices are to be posted to onespecific branch or to the “home
branch” for each customer
The Posting Date automaticallyfills in using the month-end date
for the designated branch
Enter a branch, territory or ALL
Process service charge foran individual customer or allcustomers in the branch(es)
specified?
N - Post one service charge to the bill-to customer.Y - Post individual service charges to the ship-toswithin a bill-to.
Select the Begin hotkey to createthe Service Charge invoices
You can also opt to schedule the Post Service Chargeprogram to run on a monthly basis using the Schedule
hotkey. When scheduling service charges take intoaccount when month end tasks such as completion ofcash receipts take place. Also recommended to allow
timing for service charges to be posted and printed priorto statement printing.
Individual
All
B - To include invoice in next batchprinting.N - To not print invoice.
If necessary, print a Invoices Register report in summary formatwith invoice type of service charge only to review the charges.
Revision 12/06/04
AR COLLECTION QUEUE
Revision 13/2/03
No further action necessary
Access theCredit hotkey to
makeadjustments tothe credit limit
Change the view to Credit limit tosee the Total AR, Credit Available,
Credit Limit, and % Limit
SOON TO REACH CREDIT LIMITOn a daily basis, pull up all
customers with % Credit Limit of 90and Type of No Call Logged
Change the view to Aging to seehow much is overdue by 30, 60, 90,
and 120 days.
Start with 120 days to concentrateon the most delinquent accounts
and work your way back to 30 days.
Call customer, increase creditlimit, or let customer go on
hold?
AGINGOn a daily basis, review all
customers with Aging Over 30 Daysand Type of No Call Logged.
Does unmanageable numberof customers appear?
Use the Log Call hotkey to enterinformation about the payment
discussion as well as the next calldate.
Call to customer necessary?
FOLLOW-UPOn a daily basis, in AR CollectionQueue enter All in the Aging fieldand Followup for the Type with ablank Start Date and today's date
for the End Date.
This will display all customersthat have a Next Call date of
today or earlier.
Look for recent payment activityand/or collection notes
Select the Ledger hotkey to check for recent cashreceipts.Select the Activity Log hotkey to reference notesand comments pertaining to the account.
Call to customer necessary?
Use the Log Call hotkey to enterinformation about the payment
discussion as well as the next calldate.
% Credit Limit 90 Currently Means:- Have at least 10% credit available.
- Used up 90% of their credit or less. --Use this field with caution until fix is in
place.
This should list all customers with creditbalances that represent at least 90% of
their credit limit
Use the Log Call hotkeyto enter informationabout the payment
discussion as well as thenext call date.
Yes
No
No
Yes
Yes
No
IncreaseCreditLimit
CallCustomer
Let go on hold
Make note ofcredit limit
changes andassign a follow up
date for review
Pull up existing"credit limitreview" jobqueue forcustomer
Access Activity Log Indexing,type in "credit limit review" as
the keyword and enter theappropriate customer.