Eclipse Standard Operating Procedures - Release 8

Account Receivable

These documented procedures were designed based settings described in the Suggested Maintenance section.

Revised 2/06/04 Intuit® EclipseTM, among others, are registered trademarks and/or registered service marks of Intuit Inc. in the United States and other countries. Other parties' trademarks or service marks are the property of their respective owners and should be treated as such.

Suggested Maintenance Settings

ECLIPSE STANDARD OPERATING PROCEDURES

CATEGORY: Invoicing TOPIC: Suggested Maintenance Settings REVISION: Revision 2 2/06/04 SUGGESTED MAINTENANCE SETTING: GP Preview Report Parameters Control Maintenance Record should be assigned with the min

and max GP % to automatically appear when running the report. Also indicate whether or not you want to restrict a user from changing these parameters.

Print Status Override on Manifest Close = P

If utilizing Epad: Print Status Override on EPAD Signature Upload = P

If utilizing Star Ship:

1. Print status Override from Star Ship = P Printing Invoices: Valid Invoice Select Codes specified in control file maintenance if necessary to designate

periodic print cycles (ie Daily, Weekly, Monthly). Default Invoice/Statement Batch Sort designated as either Zip or Name. Print Paid-In Full Invoices = N Invoice Print Copies = 0, Q Status Invoices to Invoice Preview Queue Control

Maintenance Record = Y. (Invoices will not be printed but they will be sent to the Invoice Preview Queue if the print status is Q.)

Customer File maintenance o Under the Pricing hotkey specify the following:

Number of invoice print copies:1-9, 0 for none, blank is equivalent of specifying 1.

Number invoice fax copies: 1, 2, E for EDI, Blank for no fax copies. Invoice select code - Specify if necessary (ie Daily, Weekly, Monthly) In contacts, make sure FAX and a number is listed. If a specific number is

to be used for invoice faxing, create a contact named INV.FAX with the designated number.

o Customer file maintenance has Invoice Print Copies field on the Customer Pricing / Printing screen set to zero if the customer is not to receive invoices. (I.e. COD customers.)

Fax Setup o Select Print Invoices on the Orders, Printing menu. Enter the Branch # and select

the Fax Setup hotkey. The fax number should read 999-999-9999 and the To, From and message should be generic. Such as To Accounts Payable, From Accounts Receivable, Msg Invoices.

Invoicing Suggested Maintenance Settings.doc

ECLIPSE STANDARD OPERATING PROCEDURES

CATEGORY: Accounts Receivable TOPIC: New Customer Suggested Maintenance Settings REVISION: Revision 1 3/26/03 SUGGESTED MAINTENANCE SETTING: New Customer Maintenance Template = Assign from customer file by branch. Customer File Setup: • No printing of shipping ticket when credit limit exceeded, unless auth • Company checks accepted • Personal checks accepted • Apply credits to oldest buckets when aging account • Credit Limit: assign appropriate $ on the low end • Terms Code: Standard terms New SOE Customer Template = Assign from customer file by branch. Customer File Setup: • Always COD • Company checks accepted • Personal checks accepted • Apply credits to oldest buckets when aging account • Deposit %, Stock and Nonstock set at appropriate % • Terms Code: COD In both the New Customer Maintenance Template and New SOE Customer Template assign the following criteria: • Pricing hotkey to assign information such as the price class, print style, number of invoice and

statement copies via printing/faxing/EDI. • Branch hotkey to assign default home branch and accessibility. • Under Files, Customer/Vendor Controls, Credit Control Parameters, set default to same

settings as New SOE Customer Template above.

New Customer Suggested Maintenance Settings.doc

ECLIPSE STANDARD OPERATING PROCEDURES

AR Suggested Maintenance Settings Rel 8.doc

CATEGORY: Accounts Receivable TOPIC: Suggested Maintenance Settings – Rel 8 REVISION: Revision 2 2/06/04 SUGGESTED MAINTENANCE SETTING: Cash Receipts – Payment Discrepancies: • Set up the following valid invoice status codes and customer invoice status messages:

o UNAP – Unapplied o OVER – Over payment o PRC – Price adjustment, short pay price o DISC – Discount not given o FRT – Freight not paid o DISP – Disputed, did not pay o NSF – Non Sufficient Funds (Make aging bucket “Force to 120 Days” and do not

flag any of the exclude options.) On each of these invoice status codes, if the customer could be right, flag the first 3 options in the exclude:

1. Customer’s credit limit calculations 2. Service charge calculations 3. Avg weighted days to pay calculations

AR Collection Queue: • Schedule AR Collection Driver to run daily. • Valid Activity Source of “Collect” • Default Customer Activity Source in AR Inquiry of “Collect” • Default Customer Source in A/R Collection Queue of “Collect” • Run Credit Statistics Calculations utility should be run twice a month. Handling NSF Checks: • Set up "Non-Sufficient Funds" misc charge item for each bank with all tax exemption groups

set to NEVER. • Set up "Bank Charge" misc charge item with all tax exemption groups set to NEVER. Sales Tax Corrections: • Set up Misc Charge items for “Tax Always” and “Tax Never” with the following criteria:

o Price line of MiscCharge where check availability is turned off. o Validate sell group of MiscCharge. o Buyline of MiscCharge. o Create new GL account called “Sales tax exchange” pointing to a balance sheet as

a liability and flagged as Misc. Charge Allowed. o “Tax Always” has all tax exemption groups set to Always and “Tax Never” has all

tax exemption groups set to Never. • Skip Ret Goods Verif for Product Types = MiscChrg Cash Payment to Apply on Account: Set up Misc Charge item "Payment on Account"

ECLIPSE STANDARD OPERATING PROCEDURES

AR Suggested Maintenance Settings Rel 8.doc

Issuing Refund Check to Customer: Set up "AR Exchange" account in GL Maintenance. This account should be flagged for

both C/R Adjustment Allowed and A/P Adjustment Allowed. It is a Balance Sheet account and Asset or Expense.

OPTIONAL: Set up a "Customer Refund" Vendor with a Expense Distribution called "Refund" pointing to the AR Exchange GL account with 100% distribution. Vendor should be flagged as a "Pay To" only with Terms of Net.

Service Charges: Create "Service Charge" product as a Misc Charge item with a GL account of Service

Charge Income. Use the Remind hot key to enter a message that will be displayed if this product is selected during order entry, cautioning the order taker not to use this product in order entry.

Identify service charge item in Service Charge Setup found under the System menu in System Files and then Customer/Vendor Control.

Control Files: Credits To Include In Service Charge Calculation - Specify past due credits, all credits, or

no credits at all. When left blank, all credits are included. Default Service Charge Sales Source - Assign appropriate sales source defined in G/L

Sales Sources on the System Menu under System Programming and GL Setup. If this Control Maintenance record is blank, the Sales Source for service charges will be the default setting of “SR” that is hard-coded into Eclipse.

Default Ship Via For Service Charge Tax Code - Assign appropriate ship via for taxing purposes.

Include Service Charges in Service Charge Calculation - Indicate Y or N as to whether or not to include a customer's previously assessed unpaid service charges in the current service charge calculation.

o If necessary, override on an individual customer basis in the "Include S/C Inv in S/C Calc" field found in Customer Maintenance using the Credit hot key and then the Add'l Credit Data hot key.

Service Charge Default Terms - Assign appropriate terms code to be used as the default terms code on all service charge invoices.

Show Detail on Service Charge Invoice - Indicate Y or N as to whether or not the the service charge invoice lists each transaction with an overdue balance and its corresponding service charge.

Use Current Balance for Service Charge Calculation o N to calculate a customer's service charge using the overdue balance as of the

posting date, regardless of when you run the program. o Y to calculate a customer’s service charge using the overdue balance as of the

actual day the Post Service Charges program is run. Terms Maintenance: Enter the service charge that will be added to past due amounts. If necessary, assign a Minimum Charge and flag the Post Minimum Chrg in the Service

Charge column to Y. (If the calculated service charge is less than the specified minimum charge, the difference will be added to the handling costs of the order to make the total service charge equal to the minimum.)

Accounts Receivable

Q / MPick Ticket prints and Prt flag

automatically changes to Q (or M ifon a manifest)

PChange print status to P

Run Detail Invoice GP %Report

BPrint status automatically changes

to B

Invoice prints and Prt statuschanges to N

HPrint status automatically

changes to H

Pricing issue is correctedand Prt status is changed to

B

GP OK

GP not OK

Coordinate this report with time invoiceprinting is run

Set "Select Print Status" to a PSet "Auto Set Print Status" to a Y

INVOICING PROCESS - Rel 8

Revision 14/8/02

Designated associate receivesticket after order is shipped andgoes into the Invoice Preview

Queue

Enter the branch number, pressenter through the start date, enterin today's date for the end date,

and select Q, M

Do freight charges needadded?

Go intothe

Freighthotkey on

theInvoicePreviewQueue

Addfreight

charges tothe

appropriate column

(eitherBillable orExpense)

If the customer is freightexempt and you try to putthe freight in the billablecolumn, it will tell you the

customer is freightexempt so you know to

put it in the expensecolumn.

No

Yes

Access salesorder in editmode and

enter trackingnumber as acomment onthe top line of

the salesorder

Delivery Method: Prt Flag when Pick Ticket prints:

Change to P (Manual or Auto):

Our Truck M Auto Non-Integrated 3rd Party (Not using StarShip)

Q Manual

Integrated 3rd Party (StarShip) Q Auto Customer Pick Up / Will Call – Not using Epad

Q Manual

Customer Pick Up / Will Call – Using Epad

Q Auto

PRINT INVOICES - Rel 8

Access Print Invoices (foundunder the Orders menu and

then Printing)

At the verify alignment prompt,press C to continue

Select the Msg hotkey, enterthe appropriate message, and

press Esc when finished

Select the Print hotkey

Select the Preview hotkey.When finished, escape back to

the invoice printing screen.

Verify the Sort By field

In the Selecting Branch field,designate if the branch or

territory specified relates to thepricing or shipping branch

Press Enter through thedefault entry of ALL in the

Batch ID field

Designate Ship Date Cutoff orleave blank

Designated appropriate invoice select code(ie daily, weekly, monthly) and Bill To or Ship

To to designate where the Invoice selectcode should be pulling from.

Leave invoice status blank

Enter the appropriate branch,territory or ALL

Are invoice select codesbeing utilized?

Do you want to previewthe selected invoices?

To select only those invoices with a shipdate up to and including the

specified date, enter a date in this field.

If necessary, Batch ID can be specified toselect invoices corresponding to ordersassigned a particular Batch ID on theHeader screen. To select invoices in

multiple batches, use the Multi Batch IDshotkey

The Sort by field is automatically filled inby a control file setting. Change if

necessary.

Do you need to edit theinvoice message?

Yes

No

Yes

No

No

Yes

Revision 12/06/04

INVOICE PREVIEW QUEUE REVIEW

Revision 13/14/03

DAILYReview non-will call tickets older

than 1 day on a daily basis

Do appropriateresearch in order to

change the Prt flag to aP

After doing thorough research, entera comment in the internal notes thatidentifies the date you tried to find

the ticket, change the status toInvoice and the Prt flag to P

Change the statusto Ship on with theappropriate Ship

Date and return thematerial to the shelf

Change ship date today material will be

shipping

WEEKLYReview will call tickets on a weekly

basis

Take the report to find all the tickets

Is the Prt flag Q or HIs the order a direct?

Is order shippingwithin 7 days?Able to find ticket?

Is Ship Via "Will Call"?

Enter in your branch, leave the start date blank,and fill in yesterday's date for the end date.Enter Q, M and H in the Select Print Status field.Leave the ship via field blank and press Enterthrough the remaining fields.Once all the orders appear, select the Sort hotkeyand choose "Ship Via by Order #".Select the Print hotkey.

This indicates apricing issue that

needs to be resolvedbefore the Prt flag is

changed to B

No

Yes

Q

H

No

Yes No

YesNo

Yes

Enter in your branch; leave the start dateblank, go back one week for the end date.Enter Q, M and H in the Select Print Statusfield.Enter Will Call in the ship via field and pressEnter through the remaining fields.Once all the orders appear, select the Printhotkey.

Continued on page 2

Page 1 of 2

Examples of why the Prt flag may be Q:Lot Billing order in need of review.AP processed direct and forgot tochange Prt flag to P.Negative direct sales order return inunapproved status.

Examples of ways to research:Inventory count verificationReview the change log forticket printing and other activity

MONTH ENDPrior to printing statements, all

tickets should either be changed toa B Prt flag to finish the invoicingprocess or the ship date moved to

the following month

Change the ship date to the day thecustomer is coming and enter notes

in the internal notes field

Have appropriate person call thecustomer to see when and if they

are coming in for the material

Take the report and make sure alltickets are still in the will call folder

Is Customer coming formaterial?

Is the ticket still in the will callfolder?

Put the material back in the binlocation stated on the pick ticket and

cancel the order

No

Yes

No

Yes

WARNING: Make sure youdo not move tickets from

month to month instead ofresolving the problem.

Continued from page 1

INVOICE PREVIEW QUEUE REVIEW

Revision 13/14/03

Page 2 of 2

After doing thorough research, entera comment in the internal notes thatidentifies the date you tried to find

the ticket, change the status toInvoice and the Prt flag to P

Examples of ways to research:Inventory count verificationReview the change log for ticketprinting and other activity

CASH BOX BALANCING AND MAKING BANK DEPOSITS

At the end of the day, run theCash Box report using aJournal Format of Wide

Post difference to an over/shortaccount so the Apply amount is

zero

Enter the appropriate branchand select Cashbox for the GL

account. Enter the totalamount from the cash box

journal for the cash and checks.

Escape to save and make bankdeposit

In the Amount, enter theamount being deposited

Enter misc cash receipt headerinformation

When ready to make bankdeposit, open misc cash

receipts

Check the Open Balanceamount column.

When required, change Prt flagon orders from Q to P

Make sure the cash, check andcredit card totals on the reportmatch the amount you have in

your cash box

Is the Apply amount zero?

This should be the total on the cash box journalfrom all the days since your last bank deposit.

NOTE: Make a separate entry for credit cardsto the appropriate bank.

No

Yes

Refer to the cash box tray of tickets to research theproblem. If you have more money in your cash boxthan what is showing on the cash box journal, check

to make sure payments have been entered andapplied to all cash sale orders. If you unable to find

the cash sale ticket(s) to resolve the problem, tryrunning the Invoice Register with a select of COD as

the terms to see if you can identify the problem.

This is required for countersales and pick up orders where

EPad is not being utilized.

Revision 13/11/03

Do totals match report?Research difference and

make appropriatecorrections

Yes

No

When an order is in invoicestatus, this number should bezero indicating the payment

was applied

Is there an open balance?

No

Is it a deposit? Apply payment to orderNo

Yes

Yes

Revision 13/26/03

SETTING UP NEW CUSTOMERS

Set up new customer in customerfile maintenance

Verify or change credit limit, creditparameters and terms

Append job queue to salesassociate indicating customer set-

up is complete

Sales associate set up newcustomer at time of order entry

Should customer be assignedcredit instead of default COD

status

No further action isnecessary

Send job queue to designated creditassociate to assign credit

parameters to new customer

Yes

No

Review fields in customermaintenance screen

Access Pricing hotkey and verify/change all appropriate information

Access Branch hotkey to assignhome branch and branch

accessibility

RELEASING CREDIT HOLDS - Rel 8

Revision 13/14/03

Order writer communicatesdirect PO with vendor (i.e.

fax, EDI)

NOTE: The order writermust escape out of theorder for it to appear on

the queue.

Check the Open OrderStatus Review Queue for

the Sel Items of Credit on aregular basis throughout

the day

Select the Credit Overridehotkey

Okay to release credithold?

Enter the appropriateoverride amount

Accessthe Denyhotkey

No

Yes

Select the A/R Inquiryhotkey to determine if thecredit hold can be released

A job queue isautomatically sent to

the order writerindicating the release

has been denied

A job queue is automaticallysent to the order writer

indicating the credit hasbeen released for the

specified dollar amount

Receive call from salesassociate with counter

sales order to be released.Pull up order in Open OrderStatus Review Queue with

the Sel Items of Credit.

Is the order a direct? Pick ticket prints

Yes

No

NOTE: An attemptmust be made to fax ore-mail a direct on holdbefore it will appear in

the credit queue

Override amount can be equal to orgreater than the total sales $ amount. Ifamount is greater, the sales person canadd additional items to the order withoutrequiring another credit hold release untilthe override amount has been exceeded.

CASH RECEIPTS

AR receives payment from acustomer

Apply payment to appropriateinvoices

See the "Cash Receipts PaymentDiscrepancy" flowchart

Escape to save changes

Verify the balance column for thepaid order(s) is blank and the

unapplied field is blank

Open Cash Receipts and enterappropriate header information

Did the customer over orshort pay the invoice? Yes

No

Revision 13/26/03

Is there remittance adviceindicating what they are

paying?

Can you find amatch?

Yes

Yes

No

Contact customer tosee where paymentshould be applied orleave on account?

Contact customerto determine

where paymentshould be applied

No

Contact

Leavepaymentunapplied

Leave

This will appear as a credit on thepayment record.

When you get instruction on where thepayment is to be applied, pull up the Crecord and space bar the appropriate

invoice.

If the C record is in a closed period,create a new C record and select the

original C record along with the invoice.

Customer payment discrepancy

Discrepancy due to sales taxissue?

CASH RECEIPTSPayment Discrepancy - Rel 8

This will appear as a credit onthe sales orderNo

Yes

Revision 13/26/03

See "Sales TaxCorrection" flowchart

Did customer over or shortpay invoice?

Enter Invoice Status of"OVER" for over payment

Tab over to cash fieldand enter full payment

received

Select the NoDiscT hotkey and thenpress the space bar to select the invoice

Select the adjustmenthotkey and enter a credit

to the appropriate GLaccount for freight

Enter Invoice Status of"DISC" for discount andleave in open balance

Correct discountamount in discount

column

Did customer take a discountwhen they shouldn't have?

Shortage due to freight?

Did customer not takediscount?

Okay to short payfreight?

Give discountanyways?

Short

Yes

Yes

No

No

YesEnter Invoice Status of"FRT" for freight andleave in open balance

Yes

No

Enter Invoice Status of "DISP" fordisputed and leave in open balance

No

Over

Yes

No

Select the same GL account for freight(ie inbound vs. outbound) by looking at

the entry listed above in the ARAdjustments screen.

A negative entry debits the account andcredits (decreases) the AR account

Discrepancy due to price ofitem(s) on sales order?

See "PricingAdjustment" flowchartYes

Call customer to find out why theyshort paid

Get an immediate responsefrom the customer?

No

Resolve using methods listed abovedepending on the reason for the

short payYes

If invoice has already been selected,press the space bar to de-select

Notice the discount is followedby a "?" indicating the

discount was not taken andthe full cash amount has

automatically been filled in

Revision 13/14/03

SALES TAX CORRECTIONS

Enter the value of the invoice inthe sell price

Attach a line item comment withthe original sales order number

and reason for credit

Enter a new sales order for thecustomer

CUSTOMER SHOULD NOT HAVE BEEN CHARGED TAX CUSTOMER SHOULD HAVE BEEN CHARGED TAX

Enter -1 with "Tax Always" asthe product

Enter 1 with "Tax Never" as theproduct

Enter the same value of theinvoice in the sell price

NOTE: The nettotal should be

the credit for thetax.

Make sure both items aregrouped together on the status

screen

Invoice the order and changethe Prt to N

Enter the value of the invoice inthe sell price

Attach a line item comment withthe original sales order number

and reason for charge

Enter a new sales order for thecustomer

Enter -1 with "Tax Never" as theproduct

Enter 1 with "Tax Always" asthe product

Enter the same value of theinvoice in the sell price

NOTE: The nettotal should be

the invoiceamount for the

tax.

Make sure both items aregrouped together on the status

screen

Invoice the order and changethe Prt to B if you wish to mail acopy to the customer or N if no

copy is needed

Apply credit to incorrect invoicein Cash Receipts

PRICING ADJUSTMENTSPayment Discrepancy

Revision 13/26/03

Enter PRC for Price Adjustment inthe Invoice Status and leave

balance open

Create a new cash receipt enteringADJ and the date for the check#

Enter the correct price on the rebillgeneration

Select the Credit/ Rebill option

Designated associate select theCredit/Rebill hotkey from the

generation that has the item(s) thatneeds the price corrected

Notify customer and leave balanceopen with Invoice Status of DISP for

disputed

Order writer appends job queueindicating whether or not the priceon the order should be changed to

what the customer is paying

Job queue the order writer withprice customer is paying

Identify cash receipt discrepancy isdue to a pricing discrepancy on an

item(s)

Change price on order? No

Yes

Go to Status screen and change thePrt flag to N

Select the balance remaining on theoriginal generation, the credit

generation and the rebill generation

HANDLING NSF CHECKS

On status screen, changestatus to Invoice and Prt to

B

Enter a "Bank Charge"product for the amount of

the NSF charge to bepassed onto the customer

Attach a line itemcomment listing the checknumber, amount and the

date the check wasreturned

On the first line enter theappropriate "Non-

Sufficient Funds" productwith the amount of the

bounced check

Receive notification fromyour bank that a check

has bounced

Create a new sales orderfor the customer thatbounced the check

Revision 22/06/04

May want to contact thecustomer

This misc charge accounthits the bank account

On the Header screen,make sure the Terms codedoes not allow a discount

(i.e. NET)

Contact appropriateassociate to process

Journal Entry to record thebank fee

Debit Bank ChargesCredit Cash in Bank

Access the Addl and AddlHeader Info hotkey and

select NSF for the InvoiceStatus

CASH PAYMENT TO APPLY ON ACCOUNT

Create a new sales order forthe customer

Select both the credit salesorder and the appropriate

invoice(s) to apply

Accounts receivable enters thecustomer in Cash Receipts

with a Check # of Offset andan amount of $0.00

Send a job queue to AccountsReceivable to apply the

payment to the appropriateinvoice(s)

Go to the totals screen andenter the appropriate cash,

check or credit card payment

On the body of the order, enter"Payment on Account" misccharge item with a commentindicating which invoice(s) thepayment should be applied to

Change status to Cancelled onopen generation. (Payment

generation will remain)

Print acknowledgement to giveto customer as a payment

receipt

Cost & Sell on misc chargeitem should remain $0.00

Revision 12/06/04

ISSUING REFUND CHECK TO CUSTOMER

Set up thecustomer

as avendor

Select the Manual Check hotkeyand select the appropriate bank

Select the Expense Distributionhotkey and select "Refund"

Enter the customer name in theInvoice # field and the amount to

be refunded in the Inv Amt

Enter the appropriate check #(starting with M indicating a

Manual check), branch # and date

Create a payable in AP Entryusing the generic "Customer

Refund" vendor

AR associate append job queue toAP associate requesting

completion of the refund process

When cursor is on credit salesorder, select the Adjustment

hotkey and enter a credit to the ARExchange Account

AR associate goes into cashreceipts for that customer, enter

"Refund" as the Check # and$0.00 in the amount field

Send job queue to AR associaterequesting refund check to be

issued

Enter credit on sales order andprocess return goods appropriately

Need to issue refund check tocustomer for a return

Return should be in aninvoice status with N for the

print flag

Will check be included innormal check run or willmanual check be cut?

Create apayable inAP Entryusing this

vendoraccount

Enter Refund inthe Invoice #field and theamount to be

refunded in theInv Amt

Change theview to GL

Distribution andenter the ARExchange GLAccount and

refund amountManual Check

CheckRun

This will automatically assigna GL account of AR

Exchange with the refundamount

Write manual check and issue tothe customer

Check will beprocessedduring thenext check

run

Vendor should be flagged as a"Pay To" only with Terms of Net.

Revision 12/06/04

SERVICE CHARGESSelect Post Service

Charges from the A/R menu.

Leave the Customer field blank

Enter specific customer in theCustomer field

Indicate Y or N in the Post at Ship-To Level field

Indicate B or N in the Set PrintFlag field depending on whether or

not you want to print the servicecharge invoices

In the Posting Branch, indicatewhether the service charge

invoices are to be posted to onespecific branch or to the “home

branch” for each customer

The Posting Date automaticallyfills in using the month-end date

for the designated branch

Enter a branch, territory or ALL

Process service charge foran individual customer or allcustomers in the branch(es)

specified?

N - Post one service charge to the bill-to customer.Y - Post individual service charges to the ship-toswithin a bill-to.

Select the Begin hotkey to createthe Service Charge invoices

You can also opt to schedule the Post Service Chargeprogram to run on a monthly basis using the Schedule

hotkey. When scheduling service charges take intoaccount when month end tasks such as completion ofcash receipts take place. Also recommended to allow

timing for service charges to be posted and printed priorto statement printing.

Individual

All

B - To include invoice in next batchprinting.N - To not print invoice.

If necessary, print a Invoices Register report in summary formatwith invoice type of service charge only to review the charges.

Revision 12/06/04

AR COLLECTION QUEUE

Revision 13/2/03

No further action necessary

Access theCredit hotkey to

makeadjustments tothe credit limit

Change the view to Credit limit tosee the Total AR, Credit Available,

Credit Limit, and % Limit

SOON TO REACH CREDIT LIMITOn a daily basis, pull up all

customers with % Credit Limit of 90and Type of No Call Logged

Change the view to Aging to seehow much is overdue by 30, 60, 90,

and 120 days.

Start with 120 days to concentrateon the most delinquent accounts

and work your way back to 30 days.

Call customer, increase creditlimit, or let customer go on

hold?

AGINGOn a daily basis, review all

customers with Aging Over 30 Daysand Type of No Call Logged.

Does unmanageable numberof customers appear?

Use the Log Call hotkey to enterinformation about the payment

discussion as well as the next calldate.

Call to customer necessary?

FOLLOW-UPOn a daily basis, in AR CollectionQueue enter All in the Aging fieldand Followup for the Type with ablank Start Date and today's date

for the End Date.

This will display all customersthat have a Next Call date of

today or earlier.

Look for recent payment activityand/or collection notes

Select the Ledger hotkey to check for recent cashreceipts.Select the Activity Log hotkey to reference notesand comments pertaining to the account.

Call to customer necessary?

Use the Log Call hotkey to enterinformation about the payment

discussion as well as the next calldate.

% Credit Limit 90 Currently Means:- Have at least 10% credit available.

- Used up 90% of their credit or less. --Use this field with caution until fix is in

place.

This should list all customers with creditbalances that represent at least 90% of

their credit limit

Use the Log Call hotkeyto enter informationabout the payment

discussion as well as thenext call date.

Yes

No

No

Yes

Yes

No

IncreaseCreditLimit

CallCustomer

Let go on hold

Make note ofcredit limit

changes andassign a follow up

date for review

Pull up existing"credit limitreview" jobqueue forcustomer

Access Activity Log Indexing,type in "credit limit review" as

the keyword and enter theappropriate customer.