Credit Details:
- Open the customer record. Navigate to Sales > Customers (select a customer) > Customer tab > Misc tab.
- Note the Display of:
- Credit limit - The maximum amount of credit to be extended to the customer as determined by the Credit Manager from the Credit Application. When entering an invoice, if the customer will exceed this limit, the transaction will be processed according to the setting in the “Credit Code”.
- Blank = no limit.
- The 'Approval' menus (see below) must be properly configured when applying a credit limit.
- This field is required for the "Credit Code" to operate properly.
- AR Balance - Displays the current balance of any outstanding invoice or credit.
- Credit Stop Days- The number of days allowed for payment of the account before stopping credit for this customer. The system will allow a cash sale or cash refund for said customer. When entering an invoice or an order, if the customer will exceed this limit, the transaction will be processed according to the setting in the “Credit Code”.
- Enter all 9’s for unlimited.
- Enter 0 for immediate trigger.
- This field is required for the "Credit Code" to operate properly.
- Credit Code- This field will determine how the customer’s order/invoice will be processed in the Sales Ticket Entry program when the credit limit is reached. The credit limit will be set in the “Credit Limit” and “Credit Stop Days” fields on this screen.
- Refer to the linked page for detailed information on the individual Credit Codes: Credit Codes
- Active- Toggle that allows the Credit Limit to be applied, or ignored with a single click.
- PO Required- The record cannot be saved or processed without PO Number entered. If enabled, a prompt will display when creating a transaction to enter this informaiton.
- Credit Hold- To be removed. This feature has been incorporated into the Credit Code of "Monitoring" or "Always Hold"
- Credit limit - The maximum amount of credit to be extended to the customer as determined by the Credit Manager from the Credit Application. When entering an invoice, if the customer will exceed this limit, the transaction will be processed according to the setting in the “Credit Code”.
Approval Process:
- Open the customer record. Navigate to Sales > Customers (select a customer) > Customer tab > Misc tab.
- Note the display of:
| Field | Message to User | Action | Where to Approve? |
|---|---|---|---|
Approvals not Required | None | All approvals will be grayed out and bypassed | NA |
| Invoice Posting | When saving, prompt stating: "Posting requires approval". | Posting activity will not occur until confirmed by someone on the approval list. Until that time, it will stay unposted in a status awaiting approval. | Common Info > Approval |
| Over Credit Limit | When saving, If the AR activity goes over the credit limit, then message prompts and approval is required. | Posting activity will not occur until confirmed by someone on the approval list. Until that time, it will stay unposted in a status awaiting approval. If rejected, invoice will stay open and saved with a status of rejected, but will not be posted and the posted button will be grayed out. | Common Info > Approval |
| Past Due | When saving the invoice, if there is past due AR activity for the customer, then message prompts and approval is required | Posting activity will not occur until confirmed by someone on the approval list. Until that time, it will stay unposted in a status awaiting approval. If rejected, invoice will stay open and saved with a status of rejected, but will not be posted and the posted button will be grayed out. | Common Info > Approval |
| Order Approval | When saving the invoice, the order will save in an unapproved status. Message will prompt: "This order requires approval." | While the order is in unapproved status, no activity will be able to occur. Order will not be able to be processed and will not show up for processing until it has been approved. Once approved, the order can be processed. If rejected, the order will stay in unapproved process until it has been adjusted and re-saved. This will prompt another approval process. | Common Info > Approval |
| Quote Approval | When saving the quote, message will prompt: "Quote Needs Approved" | If in unapproved status, a quote cannot be promoted and status cannot be changed to Won. | Common Info > Approval |
| Order Quantity Shortage | When saving, message will prompt: "There is not enough inventory to complete this order". This will not allow continued action until posted | If there is a quantity shortage, the order cannot proceed until it has been approved. An approval will override the warning about inventory shortage and allow the process to move forward. If rejected, document will stay open and saved with a status of rejected, but will not be posted and the posted button will be grayed out. | Common Info > Approval |
| Receive Payment Posting | When saving, message will pop up saying. "Posting requires approval". | Posting activity will not occur until confirmed by someone on the approval list. Until that time, it will stay unposted in a status awaiting approval. If rejected, receive payment will stay open and saved with a status of rejected, but will not be posted and the posted button will be grayed out. | Common Info > Approval |
| Commissions | None | There are two approval items for commissions. First, within commissions there is an approval required for certain conditional incentives. These will set in the "sales approval" screen for the appropriate approver until approved. The other approval is to have an overall approval for commissions processed. Once commissions are processed, a report will be generated. Commissions will need approved before they will process in AP or payroll. Whoever the approver is must view the report and approve before commissions will transact to AP and payroll. The approval will show in the "sales approval" screen for the appropriate approver until approved. | Sales > Commission Approval |
| Price Change | When saving the invoice, the order will save in an unapproved status. Message will prompt: "This order requires approval." | While the order is in unapproved status, no activity will be able to occur. Order will not be able to be processed and will not show up for processing until it has been approved. Once approved, the order can be processed. If rejected, the order will stay in unapproved process until it has been adjusted and re-saved. This will prompt another approval process. | Common Info > Approval |
Setting the Approvers:
- Open the Approval List. Navigate to Common Info > Approval List
- Open a List / Create new list
- Add approvers to the list
- Assign approval limits
- Toggle email request
Enabling SMTP:
- To ensure that the approvers of invoices receive email notification, the SMTP Email settings in System Manager > Company Configuration > System Manager must be set up.
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