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Pre-Requisites

  1. Companies
  2. Customers
  3. Users

Step-by-Step Guide

The following steps must be completed in order for a successful implementation of the Customer Credit functionality:

  1. Company Settings
         Enable or disable credit by Company and also set default aging days and      contact classes.
          
  2. User Profile
         Give user access to approve and manage Customer Credit.
          
  3. Customer Settings
         Set Customer specific Credit settings along with High Balance information.
         
  4.  Customer Credit Limits
         Define Customer’s Credit Limits, effective dates and override options.


Company Master Settings:

The following options can be accessed by navigating to Master Tables -> Administration -> Company.

Click on the Customer Credit Setup

 

Customer Credit Setup

Check Credit

This check box field allows Credit to be enabled or disabled for the entire Company. When checked, new orders for the selected Company will be checked against the Customer’s defined credit limits. When not checked, credit limits will not be checked when an Order is created. The default option for new companies is to not be checked.

Include Orders in Credit Check

This check box field determines whether or not open orders are to be included in the Credit limit calculations. When checked, any active orders for the Customer plus outstanding Invoices will be used to determine if the Customer is over Limit or not. When not checked, only outstanding Invoices are used. The default option for new companies is to not be checked.

Include Queue in Credit Check

This check box field determines whether or not orders that are currently in the credit queue are to be included in the Credit limit calculations. When checked, any active orders currently in the credit queue for the Customer plus outstanding Invoices will be used to determine if the Customer is over Limit or not. When not checked, open orders currently within the credit queue will not be included when determining if the Customer is over limit or not. The default option for new companies is to not be checked.

Default Credit Contact Class

This drop-down listing will display all Contact Classes that have been defined by the System Administrators. The user can select the value which is used to display the correct Customer Contact when displaying the Credit Approval screen

Credit Approval Days

This field holds the number of days prior to the ship date of the order, that an order will be submitted to the credit approval process. 

 

 

User Profile Settings:

The following options can be accessed by navigating to Master Tables -> Administration -> User Profile.

Module Permissions – Master

Master Tab: Group Sales

 

Manage Credit Limits

This checkbox option enables or disables the Users access to be able to manage a Customer’s Credit Limits available in the Customer Master under Profile -> Credit Limits.

 

Module Permissions – Orders

 

Customer Order Tab: Common

 

Approve / Override Over Limit

This checkbox option enables or disables the Users access to be able to approve an Order if the Customer is Over Limit at the time of Order creation or within the Credit Queue.

 

Approve / Override Past Due

This checkbox option enables or disables the Users access to be able to approve an Order if the Customer is Past Due at the time of Order creation or within the Credit Queue.

 

Manage Credit Queue

This checkbox option enables or disables the Users access to the Manage Credit Queue screen available under Customer Order à Manage Credit Queue. Further information on the usage of the Credit Queue can be located in the Customer Credit – Credit Queue KBA.

 

 

Customer Settings:

The following options can be accessed by navigating to Master Tables -> Sales -> Customer.

 

Credit Setup

 

Check Credit

This check box field allows Credit to be enabled or disabled for this Customer across all Companies. When checked, new orders for the selected Customer will be checked against the Customer’s defined credit limits. When not checked, credit limits will not be checked when an Order is created. The default option for new Customers is to be checked.

 

Past Due Override

This field will allow the user to define the override method if this Customer is Past Due at time of Order creation. This will be a drop-down list with the following options:

Password
When selected, if the Customer is Past Due during Order Entry or Credit Queue review, the only available option for Credit Approval will be for the user to provide an approved Username & Password at the override prompt.

Queue
When selected, if the Customer is Past Due during Order Entry, the user will be able to place the Order into the Credit Queue or to provide an approved Username & Password at the override prompt.

Notice
When selected, if the Customer is Past Due during Order Entry, the user will be displayed a notice of Over Limit but will be able to proceed without further interruptions. This will basically approve all orders regardless of Past Due status.

Approve All

When selected, if the Customer is Past Due during Order Entry, the user will not be given any notification of such status. This will basically approve all orders regardless of Past Due status.

Decline All

When selected, if the Customer is Past Due during Order Entry, the user will not be given any option to override the Past Due status. This will basically decline all orders if the Customer is Past Due and will not allow an override.

 

High Balance Amount

This text field allows the user to specify the highest balance that the Customer has ever had. When Invoices are generated and registered, the system will automatically update this value if the new balance is higher than the specified value.

 

High Balance Date

This text field allows the user to specify the date of the highest balance that the Customer has ever had. When Invoices are generated and registered, the system will automatically update this value if the new balance is higher than the specified High Balance Amount value.

 

 

Credit Limits

Selecting Profile à Credit Limits will present the user with the Credit Limit setup screen:

 

 

Credit Limit

The Credit Limit grid is where the user creates the Credit Limit(s).

Effective

The Effective field is a date field that will allow the user to specify which date this Credit Limit will be made available for use.

 

Limit
This text box field will allow the user to define the dollar amount of the Credit Limit.

 

Override
This field will allow the user to define the override method for this Credit Limit. This will be a drop-down list with the following options made available:

Password
When selected, if the Customer is Over Limit during Order Entry, the only available option for Credit Approval will be for the user to provide an approved Username & Password at the override prompt..

Queue
When selected, if the Customer is Over Limit during Order Entry, the user will be able to place the Order into the Credit Queue or to provide an approved Username & Password at the override prompt.

Notice
When selected, if the Customer is Over Limit during Order Entry, the user will be displayed a notice of Over Limit but is be able to proceed without further interruptions. This will basically approve all orders regardless of credit status.

Approve All

When selected, if the Customer is Over Limit during Order Entry, the user will not be given any notification of such status. This will basically approve all orders regardless of credit status.

Decline All
When selected, if the Customer is Over Limit during Order Entry, the user will not be given any option to override the Credit Approval. This will basically decline all orders if the Customer is Over Limit and will not allow an override.

 

Notes
This free-form text box will allow the user to enter in a note / comment regarding the credit limit.

 

  (Insert)

This button will create a new row in the Limits grid allowing for a new Credit Limit to be defined.

 

 (Delete)

This button will delete the highlighted row the Limits grid.

 

 (Edit)

This button will allow editing of the highlighted row.

 

 (End Edit)

This button will end the edit capability of the highlighted row.

 

 (Cancel Edit)

This button will cancel the changes that were entered while in the Edit mode.

 

Save button
This button will save the changes made to any row in the Limit grid. This button will also refresh the Limit History grid.

 

Limit History
The Limit History grid is a read-only grid that will display any changes made to the selected Credit Limit.


Date/Time
This column will display the date and time of the change / action.

 

User
This column will display the user/login name of the User that made the change / action.

 

Action
This column will display the Action text as entered when the Save button was pressed.

 

Enabling or Disabling Company-wide Credit Checking

 

  1. Navigate to the Company Master by clicking on Master Table -> Administration -> Company. 
    A screen displaying a list of Companies will appear. Select the desired Company and then click OK.

  2. Click on the Customer Credit Setup tab

 

     3. Either check or uncheck the box next to Check Credit.

 

     4. If enabling Credit Checking, specify other options such as:

            Include Orders in Credit Check - ,Do you want to include all orders in credit check

            Include Queue in Credit Check -  Do you want to include orders that are currently in the Credit Queue in credit check

            Default Credit Contact Class - 

            Credit Approval Days - Enter the number of days prior to the order ship date in which the order will be included in the credit check


     5. Click on Save to commit the changes to the database.

 

 

Enabling or Disabling Customer Specific Credit Checking

 

  1. Navigate to the Customer Master by clicking on Master Table -> Sales -> Customer

          A screen displaying the listing of Customers will appear. Select the desired Customer and then click OK


     2. Either check or uncheck the box next to Check Credit Limits.

 

     3. Click on Save icon to commit the changes to the database.

 

 

Creating a Customer Credit Limit

 

  1. Navigate to the Customer Master by clicking on      Master Table à Sales à Customer. A screen displaying      the listing of Customers will appear. Select the desired Customer and then      click OK.
        
        
  2. Navigate to the Credit Limits screen by clicking on Profile à Credit Limits. The Credit Limits screen will appear.
        
        
  3. Click the Insert      button to create a new, blank line in the Credit Limit grid.
        
        
  4. Either leave the Effective Date at the current default value of today, or      change the date to a desired Effective Date.
        
        
  5. Enter in the dollar amount of the Credit Limit into      the Limit field.
        
        
  6. Select the desired Override option. For a list of available options and their      meaning, please refer to the Credit Limits section defined earlier in this      document.
        
        
  7. Enter any desired comments / description into the Notes field.
        
        
  8. Click on the Save  button to commit the limit to the database.
        
        
  9. Click the Close  button to return to the Customer Master.

 



 

 

 

 

 

 

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