Credit Held Orders

Work with credit-held sales orders and release them after review and approval.

Bevica can help you make sure that customers do not break their agreed credit terms with you. All sales orders are checked against system rules putting them 'On Hold' where necessary. Users with the appropriate permission can then review these orders and release them for shipping and invoicing.

Prerequisites

The user should have the ability to create and release sales orders.

Setting up the warning

1

Open Sales & Receivables Setup

In the button, search for Sales & Receivables Setup.

2

Find the Credit Warning field

In the General Fasttab, search for the Credit Warning field.

3

Choose the Credit Warning option

Choose the option that best applies to your business. There are four available options to choose from:

• Overdue Balance – if the customer has an overdue balance.
• Credit Limit - if customer has reached their Credit Limit.
• Both Warnings - receive both, Overdue Balance and Credit Limit warnings.
• No warnings - no credit checking at all.

Controlling the customer

1

Open Bevica Setup

In the button, search for Bevica Setup.

2

Find the Hold Sales Orders field

In the Credit Order Management Fasttab, search for the Hold Sales Orders field.

3

Choose who credit checking runs against

Choose one of the existing options: Sell-to Customer or Bill-to customer, depending if you want credit checking to be performed at Bill-to or Sell-to level.

If using Bill-to addresses for your customers, it is advised to set the credit checking at Bill-to.

Setting up the customers

1

Open Customers

In the button, search for Customers.

2

Open the customer card

Select the customer and open their Customer Card.

3

Set credit limit and status

You can set up two fields:

• Credit Limit (LCY) – Credit checking kicks in if a customer's outstanding balance plus open orders amount is above this value.
• Credit Status – if this field is set to Credit Held, all orders created for this customer will be set to Credit Held.

A Credit Limit of zero means unlimited Credit.

You might also want to set new customers to Credit Status = Credit Held, to initially monitor them more closely. Only Users set as Allow Release Credit Held Orders in User Setup can change either the Credit Limit (LCY) or Credit Status fields.

Giving Users permission to release held orders

1

Open User Setup

In the button, search for User Setup.

2

Select (or create) the user

If the user is not set up in the page, create a record for the user or if he already is in the page, select the user you want to set.

3

Enable release permission

Check mark the ‘Allow Release Held Sales Orders’ field. The user can now release Sales Orders from Credit Held.

There is additional Credit Control functionality with TVT's Easy Credit Control extension. See this article for further information. As part of this extension, Credit Controllers have a 'Credit Held' page. The page is available from a Role Centre tile on the profiles below:

• Account Manager
• SO Processor
• Account Receivables
• Bookkeeper

Processing Credit Held Orders

Sales Orders are checked on Release. If the order falls foul of the system checks setup above, and the user isn't ticked as 'Allow Release Credit Held Orders' in User Setup, it is set to Credit Held.

Sales Orders can also be set to Credit Held manually where orders need to be created but stopped for any reason.

If you have the Credit Control Notepad extension, Credit Held orders will appear on the Credit Controllers Role Centre tile waiting for them to investigate and action.

To release an order from Credit Held a User with the appropriate permission needs to go to the document on either the Sales Order List or Card pages and click Release > Credit Held Release.

Credit Held orders can be released in bulk. To do this, select the Assist Edit button next to the first column field on the Sales Order List page and 'Select More'. Highlight the orders to be released and click Release > Credit Held Release.

The Sales Order page has a field Credit Amt. Checked (LCY) that is updated with the orders outstanding sales amount whenever the order is set to Credit Status = Released.

If the user creating the sales order is setup with permission to release from Credit Held any orders they Release are not checked.

If a sales order has previously been released from Credit Held, but reopened and its value increased, the Credit Status will be set to Held and the order will need to be released again.