CUSTOMER CREDIT INFORMATION:
The Credit Limit (1) field is primarily informational, but it does tie into an optional feature titled “Credit Hold Control” that is enabled via the Company Control 2 level of the System Control Maintenance module. If you issue credit limits to any of your Customers, enter that value here. If the control is enabled, when the Customer has exceeded their credit limit, this field will flash in the Order Entry screen. Also, a list of the Customer’s current receivables will appear on the Over Credit Limit Report (accessible from the A/R Reports Menu 1 of 2). If you do not issue credit limits, it is best to leave this field blank—this is especially true for C.O.D. balance customers. Leave the Credit Limit field blank in order for the C.O.D. balance to appear on the system Work Order and C.O.D. Report. A complete section on the optional Credit Hold Control feature can be found at the end of this section.
At the Credit Status drop down menu (2) field, the available selections allow you to control sales to a Customer based on their Credit Status with you. The default setting is Normal Customer, and with this option selected, no Credit Status features will be activated for the customer. The next option, N – No Sales, will prevent any sales from being processed for the customer. Additionally, the Credit Limit field in Order Entry will prompt the following: No Sales For This Customer! The next option, C – Cash, Certified Check Only, will prompt the following at the Credit Limit field: Cash or Certified Check Only! The next option, Y – +0.00 Credit Limit – C.O.D., triggers a C.O.D. amount to appear on the system Work Order and the C.O.D. Report. Additionally, the Credit Limit field will prompt the following: C.O.D. Customer! The next option appears as follows: W – CBD Only Print W/O – Inv with Dep(osit) or Valid App(roval). With this option selected, the system will require that payment is made in full through the Deposit option on the job before a Work Order or Invoice can be processed. However, a User that has permission to override Credit Status can approve a Job for processing on a job-by-job basis. For more information on overriding the Credit Status on a Job by User, see the User Control 2 level options in the System Control Maintenance manual section. Then final option appears as follows: A – Credit Alert. When this status is selected, it will not prevent processing of a Job or Quote, but it will prompt an alert as follows:
The View A/R button will prompt the Customer Status Inquiry screen for the Customer so the account can be reviewed before processing the Order/Quote.
The Terms Percent/Days/Net (3) fields should be used only if you issue terms to your customers. If so, you can record the Percentage, Days, Net/Proximo data here, and the information will automatically calculate on the system generated Invoices. AMFD stands for Additional Mail Float Days, allowing you to add additional float days for figuring Past Due items on an account. Users with permission will be able to add additional days at this level where applicable. The Service Charge (4) field only applies to customers with terms so that a Service Charge can be accessed on Past Due Invoices. To activate, check the box in this field. The system will then prompt you for a Percent amount to charge as well as the number of Days past due an Invoice can be before a Service Charge is assessed. Please Note: you can instantly change the Service Charge percentage for all customers selected to assess a Service Charge. If you access these fields for a customer and make a change to the Percent field, the following message will prompt: Service Charge Percentage Changed. Do you want to update for all customers in this company (Y/N)? If you type a “Y” for yes, the system will automatically change all customers within the current company.