Check Limit if Balance Outstanding

Check Limit if Balance Outstanding

Check Limit if Balance Outstanding

To select and set the Check Limit function successfully, following data are required:

1. Accounts: The program will add the outstanding amounts on the accounts specified in the Administration Panel | Settings | Program Parameters | Financials | General | Customer Account.
2. Check Limit: There are four methods for calculating the limit in the Administration Panel | Settings | Program Parameters | Financials | General | Check Limit section (for more information see Determining outstanding amounts).
3. Credit Limit: Each customer can be granted a credit limit in the Subjects register | Customer | Financial Details.
4. Where to perform the check: Specify for which sales order  and/or issue document type you want to perform the check by selecting one of the options in the If Balance Outstanding section.

If not disabled, this check will warn the user when a customer's outstaning item plus the latest issued invice exceed the limit set in the Subjects register.The program will run the check if the invoice value and value of outstanding items will exceed the value of the limit that you have set in the Subjects register | Customer | Financial Details.

1) Accounts

The program will add the outstanding amounts (due and overdue) on the accounts specified in the Administration Panel | Settings | Program Parameters | Financials | General | Customer Account

The check is always performed in the local currency as set in the Administration Panel | Settings | Program Parameters | Company | General. If using this function on accounts that allow foreign currency posts, all values will be converted to the local currency. The central exchange rate, specified in the Administration Panel | Settings | Program Parameters | Company | General, will be used for the conversion. For orders: the exchange rate on the date of the order will be used. For issued invoices: the exchange rate on the date of the issued invoice will be used.

2) Check Limit

There are four options for calculating outstanding amounts and are set in the Administration Panel Settings | Goods
 

• Due by Today - This option is selected by default. The program will compare the amount of the limit that you have specified in the Subjects register | Customer | Financial Details to all outstanding items that are due by the current date. In the Information message or warning, Outstanding Items will mean the amount of all outstanding items that are due by the current date, and Not posted and Orders will always be 0, because these two do not affect the value of the limit.
• Outstanding Posted Documents - The program will compare the amount of the limit that you have specified in the Subjects register | Customer | Financial Details to all outstanding items that are due or overdue by the current date. In the Information message or warning, Outstanding Items will mean the amount of all outstanding items, due and overdue by the current date, and Not posted and Orders will always be 0, because these two do not affect the value of the limit.
• All Unpaid, Posted and Unposted - The program will compare the amount of the limit that you have specified in the Subjects register | Customer | Financial Details to all outstanding items that are due or overdue by the current date. Added to these outstanding items will also be unposted documents of the types Goods and Collective, and unposted cash receipts will be deducted (see Issue Document Type). In the Information message or warning, Outstanding Items will mean the amount of all outstanding items, due and overdue by the current date, Not posted will be the total value of entered, but unposted invoices.
• Approved Orders and Outstanding Documents - The program will compare the amount of the limit that you have specified  in the Subjects register | Customer | Financial Details to all outstanding items that are due or overdue by the current date. Added to these outstanding items will also be unposted documents of the types Goods and Collective, and unposted cash receipts will be deducted (as the previous option), but also orders will be added that have a status that includes the order value in the customer's credit limit (usually status 2-Confirmed; for more information see Orders Document Types).

For more information see Determining outstanding amounts.

3) Credit Limit

Specify the allowed credit limit for a customer in the Subjects register | Customer | Financial Details |  "Credit Limit field".
Also "Check Limit" box must be selected.

If you enter -1 for the credit limit, each issue or sales order will be considered as overdrawing the limit and the related messages will appear plus the note for the subject.

For more information see Determining outstanding amounts.

4) Where to Use the Check

You can enable the check for each sales order and issue document type for each document status separately.

The three options are:

Do not Check Limit	The program will allow the issue regardless of the customer's balance.
Warning on Outstanding or Limit Overdraft	The program will warn you when the limit or outstanding balance has been exceeded, but will allow the issue. Example:
Authorized Users Only	The program will warn you when the limit or outstanding balance has been exceeded. The program will not allow the issue, but will demand the password of an authorized person who can approve the issue. This option is the strictest of all and enables you to set authorized users, who can approve the issue to customers with the exceeded outstanding balance. You can determine the authorized person in with the use of authorizations. An authorized person is allowed to approve the issue of goods to the customer with the exceeded outstanding balance. Users without the permission to issue goods must have their authorization for this operation set to None. When a user without appropriate authorizations has an example of exceeded outstanding item, the program will show a message: To continue an authroized user must log on at this point and approve the issue. The program will record who approved the issue. The warning about credit overdraft will still appear.