Credit Controls
Set Credits and automate control processes
See Credit Controls⛭
Need to know
Credit Controls let you:
Set Customers on hold manually with configurable options to choose what to allow when the Customer is manually set on-hold.
Enable ‘automated’ credit checks based on credit limits or invoices that are overdue (‘past due’).
Set user permission in a Role to control who can apply or remove the on-hold status.
Important Notes on Credit Limits:
If you want the system to allow unrestricted ordering (No Limit) for a customer, leave the Credit Limit field empty. When no value is set, the system treats the customer as having no credit limit, meaning they can create sales orders without restrictions.
If the Credit Limit field is set to 0, this represents a true zero limit, meaning the system will prevent any new sales orders from being created. Orders can only be saved with the status Pending (Credit), requiring approval before they can proceed.
These behaviors apply when the system is configured to:
Use Credit Limit (Include Open Orders)
Use Credit Limit (Balance Only)
The Use Invoices 'Past Due' strategy checks for overdue invoices and blocks new sales orders if past-due invoices exist, regardless of the credit limit.
Setup automated application of ‘On-Hold’ status
To configure the automation’s behavior:
Setup>Configuration>Sales>Customer>Credit Control
Automated Credit Checks
Setting = Use Credit Limit (Include open orders)
Create new Sales Order
The credit limit, existing balance and OPEN order totals are checked - if the sum of these exceeds the credit limit then the order can only be saved with new status PENDING (CREDIT) - this order is then effectively on-hold
Edit an existing Sales Order
The same checks are done and if the addition of items takes you over the credit limit then you have the option again to save with status PENDING (CREDIT) only.
This will only be possible if NO transactions (shipments/invoices) have been created.
If stock is allocated it will be automatically unallocated, the order will move back to status PENDING (Credit) in order to go through approval again.
Create a new Sales Invoice (from Customer master)
The credit limit, existing balance and OPEN order totals are checked - if the sum of these exceeds the credit limit then the Sales Invoice can only be saved with the status PENDING (CREDIT).
Edit an existing Sales Invoice
If the addition of Items takes you over the credit limit then changes/additions cannot be saved
Setting = Use Credit Limit (Balance only)
Create new Sales Order
The credit limit and existing balance are checked - if the sum of these exceeds the credit limit then the order can only be saved with status PENDING (CREDIT) - this order is then effectively on-hold
Edit an existing Sales Order
The same checks are done and if the addition of items takes you over the credit limit then you have the option again to save with status PENDING (CREDIT) only. This will only be possible if NO transactions (shipments/invoices) have been created.
If stock is allocated it will be automatically unallocated, the order will move back to status PENDING (Credit) in order to go through approval again.
Create a new Sales Invoice (from Customer master)
The credit limit and existing balance are checked. if the sum of these exceeds the credit limit then the Sales Invoice can only be saved with the status PENDING (CREDIT).
Edit an existing Sales Invoice
If the addition of Items takes you over the credit limit then changes/additions cannot be saved
Setting = Use Invoices ‘Past Due’ (overdue)
Create new Sales Order
Outstanding invoices are checked to see if any are passed due - if passed due invoices exist the order can only be saved with status PENDING (CREDIT) - this order is then effectively on-hold.
Edit an existing Sales Order
The same checks are done and if passed due invoices exist then you have the option again to save with status PENDING (CREDIT) only. This will only be possible if NO transactions (shipments/invoices) have been created.
If stock is allocated it will be automatically unallocated, the order will move back to status PENDING (Credit) in order to go through approval again.
Create a new Sales Invoice (from Customer master)
Outstanding invoices are checked to see if any are passed due - if passed due invoices exist then the Sales Invoice can only be saved with the status PENDING (CREDIT).
Edit an existing Sales Invoice
Any changes that increase the balance cannot be saved
Customer on Hold
Allow nothing
No documents can be created, apart from Sales Quotes (useful for new Customers not yet approved).
Allow pending Sales Orders
Sales Orders and Sales Invoices (directly from the Customer) can be created with status PENDING (CREDIT) only. Sales Invoices from existing Sales Orders can be created as normal.
Allow Cash Sales
Only Cash Sales can be created (and quotes etc as mentioned above)
Allow pending Sales Orders and Cash Sales
Sales Orders and Sales Invoices (directly from the Customer) can be created with status PENDING (CREDIT) only.
Sales Invoices from existing Sales Orders can be created as normal. Also Cash Sales can be created.
Customer on hold and Hold shipments box checked
When a Customer is set to On hold all OPEN Sales Orders will have the checkbox ‘On Hold (Credit) checked and shipments will be prevented from being created.
When a Customer is set to On hold all Shipments that are not showing status ‘Shipped’ will have the checkbox ‘On Hold (Credit) checked and shipments will no longer be visible in WMS so they cannot be progressed.
When Customer is set back to not on hold the checkboxes on Sales Orders and Shipments become unchecked and no longer visible.
Approve Documents with a status of ‘Pending Credit’
You can only Approve Sales Orders and Sales Invoices with a status of ‘Pending Credit’ from these Documents or their respective Lists.
The user will need permission to manipulate this control. See ‘User permissions’ below.
Approve Sales Orders with a status of ‘Pending Credit’
Sales Orders>Find>Orders awaiting Credit approval
Select Sales Orders
Action Bar>Approve Credit
Approve Sales Invoices with a status of ‘Pending Credit’
Sales Invoices>Advanced Search>Status>Pending Credit
Select Sales Invoices
Action Bar>Approve Credit
User permissions; On-Hold and Approve Credit
To set user permission on a Role to apply or remove the ‘On-Hold’ status:
Setup>Roles>Role>Permissions>Customers>Change customer status ‘On Hold’.
Check the box to give the user permission.
To set user permission on a Role to Approve Documents with a status of Pending Credit:
Setup>Roles>Role>Permissions>Approval Permissions>Customer Credits
Check the box.
Manually apply or remove ‘on-hold’ status
Set on-hold status from the Customer Master
The user will need permission to manipulate this control. See ‘User permissions’ above.
Customer>Action Bar>On Hold
This action checks the checkbox ‘On hold’. The On-hold Action control disappears.
Remove on-hold status from the Customer Master
The user will need permission to manipulate this control. See ‘User permissions’ above.
Edit the Customer master, and uncheck the ‘On-Hold’ box. The ‘On-Hold’ button will re-appear.
Set on-hold status from the Customer List
The user will need permission to manipulate this control. See ‘User permissions’ above.
Use the ‘Find’ Action ‘Customer with Overdue Invoices, or Advanced Search and use parameters to collate a list of Documents matching your criteria.
Select the Customers you’re going to put on hold.
Customers>Actions>Set On Hold status.
Remove on-hold status from the Customer List
The user will need permission to manipulate this control. See ‘User permissions’ above.
Tip: On the Columns tab enable the ‘On Hold’ column to enhance your view of Customer status.
Customers>Advanced Search>On Hold(field)>Yes
Select the Customers you’re going to remove from on-hold.
Customers>Actions>Take off On Hold status.
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