Understanding Past Due Accounts
The Order Entry application gives you the ability to monitor a customer's accounts receivable standing while placing orders.
For example, you can specify a number of days to consider a customer's account past due by using the Pastdue Days # field in the (LGØ) Order Entry Parameters screen. To specify that a customer's account is past due after 30, 60, or 90 days. If you enter a number of days in this field, you are notified in Order Entry when the customer is past due. The amount that the customer's account is past due also displays. While the Pastdue Days # field can provide you with notification, it does not prevent you from continuing to place the order for the customer.
The Pastdue Days # field works with the A/R Info field in the (LGØ) screen. If you specify Y in the A/R Info field and the customer is past due, additional customer history information appears in the Order Entry application.
Another notification feature applies when the customer has exceeded his credit limit. (A customer's credit limit is set in the Credit Limit $ box in the Customer Master tab.) If you select a charge or C.O.D pay code and the customer is not only past due but has also exceeded his credit limit, you are notified that the customer has exceeded his credit limit. The amount that the customer is past due also displays. Likewise, if the customer has exceeded his credit limit, but is not yet past due on his account, you are notified that the customer has or may exceed the credit limit before you continue with the order. However, you are not prevented from continuing with the customer's order.
Note: To require an authorization code and a password before the order-writer can continue placing an order for a past due customer, use the Require Authorization Code When Over Credit Limit and Password fields in the (LG5) Additional Order Entry Parameters screen.
When you continue to place an order for a customer that is past due, a record of the sale to the past due customer is written to the EXCEPTIONS file. The transaction number and the authorization code, if one is required, of each sale in which the credit limit is overridden is listed on the Exceptions Report, regardless of whether the customer exceeds his credit limit before or after items have been placed on the order. The Exceptions Report can be printed through the (T) Order Entry Selectors screen, or the (TR) Order Entry Reports screen.
Note: The parameters described above act as notification features, but do not prevent you from placing the customer's order. To prevent the order writer from placing an order for a customer that is past due, place the customer on hold. You do this by setting up a status exempt code in the (LA1) Customer History Parameters screen, and entering the code in the customer's O/E Exempt box in the Customer Order Entry tab. For further instructions, see Placing a Customer on Hold.