M9-AR-1115 Enhanced Credit Checking

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Contents

Synopsis

This Extended Solution modifies the credit checking process in Accounts Receivable Invoice Entry, Sales Order Entry, Sales Order Invoice Entry, RMA Entry and RMA Receipts Entry. Two new Module Options have been added: ‘Allow Credit Terms Override’ and ‘Allow Credit Hold Override’. The existing Module Option to ‘Allow Credit Limit Override’ will now check only the status of the credit limit. This Extended Solution also adds a log file to track which orders/invoices have experienced Credit Hold, Credit Limit, or Credit Terms overrides as well as recording who performed the override.

Additional functionality exists if AR-1068: Customers with National Accounts is installed and enabled.


Installation

Before installing any Extended Solution, please verify that the version level referenced on your installation file is the same version level as your Sage 100 (MAS 90 MAS 200) installation. (For more information please call (800) 425-9843). It is recommended to have a complete and tested backup prior to installing any application on your Sage 100 (MAS 90 MAS 200) platform.

Extended Solutions Control Center

Installing any Extended Solution will add an Extended Solutions Control Center to the Sage 100 (MAS 90 MAS 200) Library Master Utilities menu. When you open the Control Center, the following options will be available:

  • Merge Installation Files
  • Extended Solutions Setup options

Custom Office

If you customize your Sage 100 (MAS 90 MAS 200), then you must run the Update Utility every time you install this Extended Solution.

Setup

Upon completion of software installation, you will need to access Extended Solutions Setup from the Accounts Receivable Setup menu. Select this part number, and the Setup screen for this Extended Solution will appear (Figure 1). Check the ‘Enable Extended Solution’ box to activate this Extended Solution.

AR-1115 Setup Options


Answer the following prompts:

PROMPT ONLY ONCE FOR SECURITY OVERRIDE: When this option is checked, the override prompt will not appear if there is a recorded instance in the log file for the same credit violation for a particular Sales Order or Sales Order Invoice in the Sales Order module.


ENABLE HOLD BUTTON FOR USERS WITHOUT SECURITY: Check this option to allow users without security overrides the opportunity to continue with order entry with the order status set to ‘Hold.’

If you have Extended Solution AR-1068: Customers with National Accounts you will have access to the following prompts.

USE AR-1068 BILL-TO FOR CREDIT LIMIT CHECKING: Check this box to use the AR-1068 Order/Invoice Bill-To Customer for credit limit checking, credit terms checking, and hold status checking, where applicable.

You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution.

Role Maintenance
The following Task has been added to Accounts Receivable, Setup Options:

• Extended Solutions Setup

The following Module Options have been added to Accounts Receivable:

• Allow Credit Terms Override
• Allow Credit Hold Override

Users who are authorized to run any of the above should be granted permissions for the prospective tasks and security events. Please review your security setup in Role Maintenance and make appropriate changes.

Operation

When a customer exceeds their limitations in more than one area, only the ‘highest ranking’ warning will be presented. The Credit Hold warning message is the ‘highest ranking’ warning, followed by Credit Limit and Credit Terms, respectively.

Credit Limit Checking

The functionality of the standard Module Option ‘Allow Credit Limit Override’ in Role Maintenance has been modified. It will now only check the status of the Customers Credit Limit when you select ‘Both’ or ‘Customer’s Credit Limit’ for the A/R Setup Option for Credit Limit Checking.

Over Terms
If A/R setup for Credit Limiting Checking is set to ‘Both’ or ‘Aging Category Only’ then as a condition is encountered where the customer has invoices outside of their Terms it will check the Module Option for ‘Allow Credit Terms Override’. If the user code is associated with this Module Option then they will be warned ‘Customer Credit Terms are Exceeded’ (Figure 3), but can proceed with accepting the order by selecting ‘OK’, accepting the order, but placing it on hold by selecting the Hold button, or deleting the order.

AR-1115 Customer Credit History


If the user code is not associated with the Module Option then the Override button will become available (Figure 4) so that a user associated with the Module Option may enter their User Code and password (Figure 5 and Figure 6).

AR-1115 Customer Credit History


AR-1115 Allow Credit Terms Override


AR-1115 Security Override


If you checked the Setup option ‘Enable Hold Button for Users Without Security,’ then those users not affiliated with the credit check will receive the Override button as well as the Hold button allowing them two options for continuing with order entry (Figure 7).

AR-1115 Customer Credit History


Credit Hold
If the customer’s Credit Hold box is checked, the program will check the Module Option for ‘Allow Credit Hold Override’. If the user code is associated with this Module Option then they will be warned that the Customer is On Credit Hold. If the user code is not associated with the Module Option then the Override button will be available so that a user associated with the Module Option can enter their User Code and password (Figure 8 and Figure 9).

AR-1115 Allow Credit Hold Override


AR-1115 Security Override


If you checked the Setup option ‘Enable Hold Button for Users Without Security,’ then those users not affiliated with the credit check will receive the Override button as well as the Hold button allowing them two options for continuing with order entry.

With AR-1068
If you checked the Setup option pertaining to Extended Solution AR-1068, the credit checking functions described above will take place in the designated Bill To Customer’s file. Open Sales Orders for all the Sold To Customers will be included in this credit checking if the standard MAS 90 MAS 200 A/R setup ‘Include Open Orders in Customers Credit Limit’ is checked. When unchecked, the credit checking will take place in the Sold To Customer’s file.


Override Usage Log
This Extended Solution logs usage of the Credit Hold, Credit Limit, and Credit Terms overrides to a new file AR_CreditOverrideLog_001. It captures the following:

Run Date, User ID, Sequence Number, System Date, Division Number, Customer Number, Order Number, Invoice Number, Type of Violation: ‘H’old, ‘L’imit, or ‘T’erms, From Module, Amount of Overage. Records are written to this file as overrides are used in the A/R, S/O and RMA modules.

If you elected to Prompt Only Once for Security Override, you will not need to override each instance of entering a particular sales order/sales order invoice when the same credit violation condition continues to apply. However, if a different credit violation comes into effect then you will need to override, but only once.

Credit checking in J/C Job Billing has not been modified.

ODBC Dictionary

The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes.

AR-1115 ODBC Dictionary

Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed.

What’s New

With the 12-01-07 release

• Added Setup option ‘Enable Hold Button for Users Without Security’


Upgrades and Compatibility

The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.


Documentation

Only changes made by Blytheco, LLC to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document.

Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200.


Acknowledgments

Copyright © 2010 Blytheco, LLC. MAS 90 and MAS 200 are registered trademarks of Sage Software, Inc.


Revision Note: 4.4

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