Sales - Credit Letters

Sales - Credit Letters

INTRODUCTION

Managing customers accounts and their payments can be done through Agility Professional.
For this to work then setting customer credit limit and terms MUST be done.
This then begins to calculate aged debts and controls sales when customers are over their limits.
When running statements the credit letters will be activated.

SECURITY

Additional System Parameters

To set up the credit letters go to:
Tools\Tools Menu\Companies\System Parameters\Additional System Parameters\Sales Tab
Here the settings can be set:

Enter the number of days when the letters will be sent e.g. First Letter = 10, Second Letter = 15 and Third Letter = 20
If, the customer has 30 days the add

Group Access Rights

Gi to Tools\Tools Menu\Security\Group Access Rights
Select Group and then Sales
Credit Terms Exceeded set to True can be accessed

OVERDUE ADMIN CHARGES

To set these, if not already done for statements, go to Tools\Tools Menu\Company\System Parameters\Additional System Parameters\Sales

Primary Rate - Enter a percentage  10 = 10% - This adds a charge for the first time statements are ran with overdue accounts
Secondary Rate - Enter a percentage 5 = 5% - This is added for each subsequent month
Post to - Crate a nominal account to post these charges to
Suppress Below - Need to find what this does

PRINTING & EMAILING

Printing

Check that the letters will print by going to:
File\Printing\Printer Set Up

Select each letter and then set to print immediately, this is required if they are to be emailed, and select the printer

 Emailing

To email, go to  File\Printing\Email Print Set Up and then select Sales Credit Template 




Click in the Email Message box, and the double click from the merge list on the right the fields you want in the credit template and type out the body of the email, like the below example:



Then click Save
#

And input a name:


The template will then appear after clicking the Credit Email button:


And will populate the email:


You can have more than one template set up, and they will all appear in the dropdown to choose from.


CUSTOMER SET UP

Setting up credit limits can be done in Customer Details. Go to:
Sales\Ledger Maintenance\Customer Details\Credit tab


In the same tab a record of when letters have been issued can be seen



CREDIT TERMS EXCEEDED

To run through credit terms manually go to Sales\Credit Terns Exceeded

GRID - There are a number of columns that get populated in the form which cannot be seen so need to scroll to the right.
Account, Name, Terms, Grace, Aged Debt, Last Payment, Earliest Date, Status, Interest,
Last Contact, Account Contact, Account Tel. Account SMS, Last Amount - Money Paid, Cr Letter1, Cr Letter2, Cr Letter3, 
Type, Unmatch - Where a payment has not been matched against invoices/credits, Exclude - Accounts are excluded from Credit Letters, Personal Guarantee, Balance, Account Email, Statement Email, Statement SMS
Until Date - Check credit terms up to this date
Account - Search for a specific account or a range using To 
Sales Person - Search customer accounts by sales person
SEARCH - Leaving everything above will return ALL customers 
Put On Hold - Will get a confirming message that the customer is on hold and the status is set to Y and font is highlighted in red
Add Interest - Will add a value based on the parameters or can use the interest column to select to add interest
Print CR Letter - This button changes the form to Print, Email or SMS

Letter Due - This can be changed by clicking on the letter displayed to switch
Letter - Will print the credit letter
Email - Will send an email
SMS - Will send a text - This needs an account with sendmode to work and additional configuration by Agility
When the above button has been selected this then changes to Cr Terms Exceeded to return back to the main form
Print Letters - Once the above has been selected print the letters, email or send an SMS

SELECT YES
When letters are printed then the Last Contact column is populated with the date and time.
If, an account has monies outstanding the following message appears:


Only accounts that have not had a letter will be flagged to print etc.







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