MANAGING CASH ACC - MAY 2016- xxx
This task is to check the sales guys' sales under CASH ACC in Pinnacle and make sure everything is all up to date. This task is to ensure that nothing is over 7 days old as these are COD accounts.
STEP 1
in Pinnacle, check CASH ACC x in the PAYMENTS SCREEN. Go through:
.....
CASH ACC xxx
STEP 2
Check if there's anything that's more than 7 days old.
SCENARIO SAMPLE 1
STEP 3
If there is any, open the invoice and check why it still shows as owing. Check the notes section etc.
STEP 4
Your action will depend on what the situation is. In this scenario, the customer has paid for the deposit but not the rest of the payment. So the next step is to send a reminder email to the sales person so we'd know the status of this invoice. The name of the sales person is always on the invoice.
Create a Zendesk ticket to be sent to the sales person and assign it on the next time you will action COD accounts (Tuesdays & Thursdays) and status should be ON HOLD.
SCENARIO SAMPLE 2
STEP 3
In this example, it says the invoice has been PAID IN FULL VIA CREDIT CARD. But since it is still showing in the PAYMENTS SCREEN, it means the sales person hasn't processed the payment yet.
Check the notes to see if the sales person has sent an email to shipping. If there is none, check card details in notes. If there are card details, try and process. If card is declined, create a ticket and send to the sales person to check what action is going to be.
STEP 4
Create a NEW TICKET to advise the sales person to action.
Requester: Sales Person
Subject: INV #
Assignee: Yourself under CASH ACC category
SUBMIT: as ON HOLD
EG:
1. If it's a REPLACEMENT INVOICE, check the ORIGINAL INVOICE and check if there's an RMA logged to return the item or if there is a CREDIT INVOICE created under PAYMENTS & CREDITS, that means the item has been returned and you may allocate if it's the same amount. If not, proceed as above.
2. If it's a CREDIT INVOICE, proceed as above and ask the sales person if there will be a REPLACEMENT INVOICE or if it will be REFUNDED
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