TASBooks - Credit Control Manager

You can use the Credit Control Manager to deal with your day to day credit control tasks. You can work through a list of customers with outstanding invoices, contacting each in turn and logging comments, such as promise of payment or queries that need to be resolved before the outstanding debt will be settled. You can view individual outstanding transactions, making it easy to answer any questions your customers might have about their account.

The following sections contain everything you need to know about using the Credit Control Manager in TASBooks.

To use the Credit Control Manager

  1. Sales > Enter / Change Journals > Credit Control Manager (option 225).
  2. The Credit Control Manager window displaying a list of all customers who have an amount outstanding on their account, or who have invoices that have yet to be allocated against a payment or credit note.

  3. To view the total balances for a selection of customers, select them on the main list. Or, choose the filter option you want to apply from the drop-down list. For example, you can filter the list to show overdue accounts only, or accounts with a follow- up due.
  4. The main Credit Control Manager window displays the following information:

    Amt O/S The amount outstanding on your customers' accounts.
    Amt O/D The amount outstanding outside of your customers' credit terms.
    Oldest Inv The date of the oldest outstanding invoice on each of your customers' accounts.
    Av Pmt Days How long, on average, each customer takes to pay you.
    Risk This indicates how long existing invoices have been outstanding, compared to the customer's average payment days.

    The first warning many businesses have that their customers are in financial trouble is that the time they take to pay increases. This warning it therefore an important credit control tool.

    Note: You can set up your own thresholds for the risk indicator in Settings > Set Risk Threshold.

    Stop after The number of days outstanding after which you place a stop on the customers' account.
    Stop date The date the customer account is stopped.
    Follow-up The date you need to follow up the customer's account.

    Tip: You can set the follow-up flag when entering transaction notes or call history.

    Totals The grand total outstanding for all customers, and the % of your debts that are overdue. If you select individual customers, you'll see the outstanding amounts for your selection shown at the bottom of the window.

Credit Control Manager - Transactions tab

Using the Credit Control Manager you can see all outstanding transactions on the customer's account, drill down to see the details of each transaction, record transaction notes and record disputed items.

  1. From the customers' account in Credit Control Manager, select the Transactions tab.
  2. The Customer Account Details window displays the following information:

    Customer contact details Shows the company details, and the accounts contact. To change the contact details, click the Contact hyperlink.
    Oldest invoice Shows the date of the oldest outstanding invoice.
    Last sale Shows the date the customer last made a purchase.
    Last receipt Shows the date the customer last paid you.
    O/S balance Shows the outstanding balance on the customer's account.
    O/s orders Show any outstanding orders this customer is waiting for.
    Charge interest If selected, you can charge interest on overdue items on this customer's account.
    On Credit Stop To put this customer on a credit stop, select the check box .
    Stop date The date this customer was put on a credit stop.
    Account alerts Any alerts set on this customer's account, such as follow-up date or 'do not contact'.
    Credit terms The credit terms which apply to this customer's account. To change the credit terms, click the hyperlink.
  3. In the Action pane, choose from the following options:

    • Add account alert - Add an alert such as 'do not contact' or a follow-up date.
    • Record call/contact details - Select this option to record a new call or contact to this customer about there account. If you select an existing item, this option will change to Edit/delete call/contact details, enabling you to change the existing entry.
    • Add note to transaction - Use this option to edit or delete a note or edit a transaction.
    • Take payment - Take a customer's card payment while you are speaking to them.
    • Dispute transaction - Add a dispute to an outstanding item, which can be indicated on the customer's statement.
    • Print transaction enquiry - Print a list of the transactions on this customer's account, with any notes attached to them.
    • Send a copy invoice - Print or email a copy of the selected invoice or credit note.
    • Send a letter - Choose this option to send an overdue account letter to this customer.
    • Send a statement - Choose this option to send a copy statement to this customer.

    For more information, please refer to the Using the Credit Control Manager Action pane section.

Credit Control Manager - Call History tab

You can record each call or contact you make to customers about their outstanding transactions, and see a history of the contact you've made.

To view your customers' call history, or add a new call or contact

  1. From the customers' account in Credit Control Manager, select the Call History tab.
  2. A list of the calls and contact made to this customer appears.

  3. In the Action pane, choose from the following options:

    • Add account alert - Add an alert such as 'do not contact' or a follow-up date.
    • Record call/contact details - Select this option to record a new call or contact to this customer about there account. If you select an existing item, this option will change to Edit/delete call/contact details, enabling you to change the existing entry.
    • Print call history - Choose this option to print a list of the calls/contacts you've made to this customer about their account.
    • Send a letter - Choose this option to send an overdue account letter to this customer.
    • Send a statement - Choose this option to send a copy statement to this customer.

    For more information, please refer to the Using the Credit Control Manager Action pane section.

Credit Control Manager - Correspondence tab

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

To view a customer’s correspondence history

  1. From the main Credit Control Manager window, drill down on the customer whose account you want to view > Correspondence tab.
  2. The following correspondence history appears:

    • Customer Statements run via option 243.
    • Customer Statements sent via Credit Control Manager.
    • Overdue Letters printed via option 244.
    • Overdue Letters printed/sent via Credit Control Manager.
    • Copy invoices sent via Credit Control Manager.

  3. In the Action pane, choose from the following options:

    • Add account alert - Select this option to add an alert on the account, such as 'do not contact' or a follow-up date.
    • Record call/contact details - Select this option to record a new call or contact to this customer about there account. If you select an existing item, this option will change to Edit/delete call/contact details, enabling you to change the existing entry.
    • Print correspondence history - Choose this option to print the customer's correspondence history.
    • Send a letter – Choose this option to print an overdue account letter to send to the customer.
    • Send a statement – Select this option to send a copy statement to this customer, either by printing an posting their statement, or sending it by email.

    For more information, please refer to the Using the Credit Control Manager Action pane section.

Using the Credit Control Manager action pane

To add an alert to a customer's account

To record details of a new call or contact with a customer

To add or edit transaction notes

To take a customer's card payment

To add, edit or delete sales disputes

To print the transaction enquiry report

To print correspondence history

To print a history of the calls and contact you've made to a customer

To send an overdue letter to a specific customer

To send a copy invoice to a customer.

To send a customer statement