Step 1 : How and where do I define a ceiling for my customers or prospects ?
Step 2 : How do I create my customer outstanding amount rules ?
Step 3 : What happens when I create my order or my contract if the outstanding amount is outdated ?
Step 4 : What rights do I define to override this restriction ?
In order to define the outstanding amount, it is necessary to create a rule to define the maximum € limit authorized for your customers.
Step 1 : How and where do I define a ceiling for my customers or prospects ?
The maximum ceiling notion is defined in the “Management” zone of the Company file, whether it is a customer or a prospect.
It is also possible to define a generic and automatic rule via a Matching, for example to say that all the prospects have a maximum outstanding amount of a defined amount and avoid bad payers.
In order to configure the Matching, you have to go to Administration / Matching (at the bottom left).
In order to access Matching more quickly, you can do a small search : Customer outstanding limit.
Click on the Matching.
The “+” button will allow you to add a new rule :
The information you need to add to create your rule are :
- A Title
- The desired Ceiling
- Customer (identify one or more references of Company file, a Company tag, additional fields via Other or even define a rule based on the company’s address, country…).
Here is an example of a rule based on a Company file tag
Customer limit €1000 (in order to quickly identify the CRM files that will be affected by the rule).
As a reminder, here is the tutorial for creating a Company tag beforehand.
NB : It is important to note that if you already have a ceiling indicated on your CRM files and that you add the Matching tag, the Matching will come after the ceiling indicated in the CRM file.
In the example below, the ceiling will be €10,000 and not €1,000 (even if the tag is placed on this file).
As all Matching, if several rules are defined in the Matching, the order is important and the most generic/ least restrictive rule will be placed at the very bottom, and the thinnest / restrictive at the very top.
Step 2 : How do I create my customer outstanding amount rules ?
In order to create customer outstanding amount rules, you have to go on the Administration module then in Outstanding amount Rules in the Accounting section.
To create a rule, click on the “+”.
For example, I want the outstanding amount rule to be only applied on the sales document of the Store.
I add the generic criteria Sales document on the first filter, then I select Spare parts / Store.
You also can base your rule on other criterias like the ordering party, the issuing company of the document, certain types of sales document or contracts or even their status (considering invoices awaiting payment, orders, orders in progress but also quotes for example).
The more filters you add, the more precise your rule will be.
You can refine the rule down to sales, contract lines, or even product line on contract :
Like all Matching, if several rules are defined in the Matching, the order is important and the most generic / least restrictive rule will have to be placed at the very bottom, and the thinnest / restrictive at the very top.
Step 3 : What happens when I create my order or my contract if the outstanding amount is outdated ?
The outstanding amount is now present and visible from the creation window of a new quote (contract, sales, or WO).
If the outstanding amount is outdated, the mention is visible in red and in bold and completely prevents the creation of a new document :
The blue link Details allows you to visualize the calculation details used to determine that the customer’s outstanding amount was outdated : invoices issued but not paid, and orders / contracts or quotes according to the outstanding amount rule which has been established.
Each amount with the orange color is clickable and allows you to access to the concerned parts :
NB : The only rights groups that can go beyond the default block are the Administrators, ADVs and Accountants.
Step 4 : What rights do I define to override this restriction ?
If the user is allowed to go beyond this blockage, a warning message asks for a confirmation :
He will still be able to continue and create his sale.
If you want to modify the rights placed by default or add new ones, you must be Administrator and go to the Administration module and then Rights, section : Accounting.
- Modify the customer’s outstanding amount limits
- Modify the customer’s outstanding amount rules