TASBooks - Credit Control Manager

The Alerts box in Credit Control Manager will display the following alerts, if set up on the selected customer's account:

• Follow up date.
• Do not contact.
• On Credit Stop.
• Do not mail.

If there's no active alerts on an account, the alerts box is minimised.

To add an alert

1. From the main Credit Control Manager window, drill down on the customer whose account you want to add an alert to.
2. Click Add account alert > select the relevant alert option > OK.

Note: Follow-up date alerts will be displayed if you've entered a follow-up date when recording customer call history, transaction notes or disputes.

1. From the customers' account in Credit Control Manager, click the Call History tab.
2. In the Action pane, click Record call/contact details.
3. Select the Contact method from the drop-down list and enter the date and time you contacted the customer.
4. Enter the relevant notes then to save the notes, including the person you contacted.
5. If you want to flag this account for follow-up, select the Follow up required check box > enter the date you will follow-up with this customer.
6. To save the call or contact details > Save. The notes are added to the customer's record and will appear in the Call History window.

If your reminders are set to include outstanding Credit Control Manager follow-ups, the outstanding follow-up appears in the Reminders window.

To check if follow-ups are included as reminders:

1. Open the Central menu > General Company Information > Personalise (option 013).
2. From the Choose Topic pane, select Reminders.
3. For Outstanding CCM Follow-ups, select whether you want to show it as a summary or as a list. If you select list, it shows a list of all outstanding follow-ups by customer.
4. Enter the number of days before the follow up is due that you want to be reminded.
5. To save your changes > OK.

Using the Credit Control Manager, you can see a history of debt chasing correspondence sent to a customer, such as statements and overdue letters.

Note:You can only notes to one transaction at a time. The option to Add a transaction note is only available when you select a transaction. If you select multiple transactions and click the Add a note to transaction link, you'll be advised that you need to select just one transaction to record the note against.

1. Drill down to the customer's account in Credit Control Manager > select the relevant transaction.
2. To add a new note > Add a note to transaction.
3. If a note already exists for this transaction and you want to edit it > Edit transaction note.
2. Enter the date and time > enter the notes you want to attach to this transaction.
3. If you want to follow-this item up with the customer, select the follow-up required check box and enter your follow-up date.
3. To save the transaction note > Save.

Tip:Transactions with notes or disputes are indicated by a ‘plus’ sign. Clicking the + expands the item to show the entries connected to that transaction.

Note: Before you can use this option, you must activate TAS Payment Services.

1. From the customers' account in Credit Control Manager, select the Transactions tab.
2. Select the invoices that the customer is paying > Take a payment.
2. Select the bank account you want to use for this receipt. If you're processing a card receipt using TAS Payment Services, you must select your TPS Clearing Account.
3. Enter the posting date > choose the type of receipt you want to process:


• If you want to process a card receipt using TAS Payment Services, select the first option > Next > proceed to step 4.
• If you've received the payment using a different method, for example by cheque or a direct payment into your bank account, select the second option > Next. Then enter the relevant payment description and reference > Finish.


4. Check the cardholder's information displayed is correct > Next.
5. Enter the customer's card details.

Tip: The information required may vary depending on the type of card selected.

6. To process the card payment > Submit.
7. If you have AVS/CV2 enabled on your TAS Payment Services account, you must enter the CV2 value.

Tip: On most cards, this is the final three digits printed on the signature strip on the back of the card.

If the transaction is successfully authorised, a confirmation message appears.

Your next steps

• The payment is placed on the customer's account, but will not be allocated against the outstanding invoices. You should allocate the payment in the normal way using Enter/Allocate Sales Ledger Receipts (option 251).
• If you processed a card payment using TAS Payment Services, the payment posts to your TPS Clearing Account. You'll receive settlement when the money transfers from your customer's account into your bank account. This is typically a few days after the card transaction was authorised. When the transaction settles, you should record a transfer from your TAS Payment Services clearing account into your main bank account.

For more information see your TAS Payment Services guide, available from Help > Manuals on your main program toolbar.

Often a credit controller will chase an invoice, only to be told by the customer that there’s an outstanding query with the sales department. Using Credit Control Manager, you can mark an invoice or part of an invoice as in dispute, and print a list of disputes to chase up with your sales team.

1. To add a dispute to a customer transaction, after drilling down to the customer's account in Credit Control Manager > select the relevant item > Dispute transaction.

   The Dispute window appears displaying details of the selected items. The Dispute date will default to today’s date, but you can change this.

   Transaction value and Outstanding value will automatically display values from the selected transaction and cannot be changed. The Disputed amount will automatically display the Outstanding value, but this can be changed to the amount in dispute. Changing the Disputed amount will update the Left to pay/not disputed value.

   Note: The disputed amount cannot be higher than the outstanding amount.

2. Enter any notes relevant to the dispute.
3. To add a follow-up date to the dispute, select the Follow-up check box > enter the date you want to follow this up with the customer.

Tip: The follow up date appears in the Alerts box on the Customer Account Details. Disputed values appear in the Dispute column. Like a transaction note, the dispute details will be displayed under the transaction. A plus sign at the side of the transaction will indicate there are details attached. You can expand or collapse the transaction to see details of the notes and/or disputes attached. You can print a list of disputed items from the main window of the Credit Control Manager.

4. To remove or edit a dispute, double-click the dispute line, or select a disputed transaction > in the action pane, select Edit/delete dispute.
5. Check the details of the selected dispute are correct. Edit if required.
6. If you want to delete the selected dispute > Delete dispute > Yes.

The Transaction enquiry report list the outstanding transactions on the selected customer's account, with the amount of each transaction ad the total outstanding.

1. Drill down to the customer's account in Credit Control Manager > Print Transaction Enquiry.
2. The report appears on-screen and can be printed, saved or emailed using the icons on the report toolbar.
3. To drill down to view the double-entry of any of the transactions listed, double-click the entry on-screen.

1. From the customer's account in Credit Control Manager, click the Correspondence tab.
2. In Action pane, click Print correspondence history.
3. The Correspondence History report is displayed on-screen and you can choose to print the report, save it as a PDF or save it to file, using the options on the report toolbar.

1. From the customer's account in Credit Control Manager, click the Call History tab.
2. In the Action pane, click Print call history.
3. The call history report is displayed on-screen, and you can choose to print it, save it as a PDF or to save it to file using the report toolbar.

1. From the customer's account in Credit Control Manager, click the Correspondence tab.
2. In the Action pane, click Send a letter.
3. Choose the Letter Type you want to use for this customer, and enter the ending line you want printed on the letter.
4. If you want to use Microsoft Word to produce the letter, select the Use MS Word check box.

Note: If you select this check box, the letter is sent straight to your printer when you click Print.

5. Choose the destination for the letter, ie, To Screen or To Printer > Print.

1. Drill down to the customer's account in Credit Control Manager > select the relevant sales order > Send a copy invoice.

Note: You can only sent copies of invoices or credit notes created through Sales Order Processing. These will have a Type of SO-Inv or SO-CrN.

2. Select the type of stationery to use for this invoice, or choose to email it direct to the customer > Select.
3. If you've chosen to email the invoice, check the customer's email details > Send One.

1. From the customer's account in Credit Control Manager, click the Correspondence tab.
2. In the Action pane, click Send statement.
3. Choose whether you want to print the statement or send it via email.

Note: The statement will use the options you applied the last time you ran customer statements from Sales > Sales Ledger Reports > Print Statements (option 243).