PLACING OVERDUE PINNACLE CUSTOMER ON CHK - MONTHLY TASK

PLACING OVERDUE PINNACLE CUSTOMER ON CHK - MONTHLY TASK

TO BE DONE AFTER 5PM SYD

ALL CHK CUSTOMERS TO BE PUT ON HOLD STATUS REGARDLESS IF THEY HAVE PENDING WORKORDER OR NOT

MAKE SURE ACCOUNT NOTES ARE CURRENT. ANYTHING IRRELEVANT, OR NOT APPLICABLE ANYMORE, MAKE SURE TO DELETE.

CHK -means stop credit so for these customers ,their account is overdue so we dont want to continue to supply them more parts until account is paid and up to date

BASIC STEPS ON PLACING CUSTOMERS ON CHK
We see that they are overdue with making payments
We look at ticket to see what is action/status
When we see that customer is agreed and the payment is “ in our hands “ to collect  then we don’t put on CHK then and there
We wait till the chk is collected and if any issues/delays    ( i.e chk not ready when we go to pick it up )  then we would put on CHK

FOR NORMAL ACC CUSTOMERS  
when we allow customer to buy on account we do on the basis that customer will pay within 45 days nett 
i.e 
parts sold in january are paid for by march 15 
parts sold in june are paid for by august 15 

FOR EXTENDED CREDIT ACC CUSTOMERS -THESE ARE SHOWN AS ACC5
when we allow them to buy on credit we do on the basis that customer will pay in 55 days 
i.e 
parts sold in january are paid for by march 25 
parts sold in june are paid for by august 25 
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So we review accounts owing -PINNACLE A5 REPORT 

For ACC Customers 
that DONT already have CHK ,COD OR N/C next to their name
 
that DONT already have open ticket of ACCOUNTS RECIEVABLE 

that DO have account more than 45 days old owing 

we will add CHK next to their name in pinnacle 
we will add in customer notes in format:
NEED TO COLLECT (AMOUNT) (date that you added the note so salesperson can see on pop up message)
we will tick HOLD box in customer details screen


we will open a ticket for ACCOUNTS RECEIVABLE -CHK- CUSTOMER NAME 
we will send customer collection email as per below and assign to person doing CHK calls, so we can call and advise as well: 

Dear xxxxx 

 

Our records show that your current balance with us is now past due.  We hope this is merely an oversight on your part. If you haven't already sent a payment for the past due amount to us, please do so today.

 

Details of Overdue Amount:  $0.000


As of the moment, we will be putting ordered items on hold but will release them as soon as payments are made.

 

We value your business, and we'd like for you to resolve this issue as quickly as possible.

 

Sincerely,

Accounts Team



Once all customers are put on CHK – accounts person whom does this needs to look at open work orders and action these
i.e
if work order was done at 2pm but chk was added at 4pm then salesperson would not know this
so accounts staff need to have open workorder views set up correctly in pinnacle VIDEO GUIDE
and need to action those work orders which are CHK

Those accounts that was put on CHK with pending WOs, send an email to the salesperson who created WOs so they can update status.

Hi x,

This account is currently on stop due to (amount) overdue.  Please do not release parts for now. 

We will advise once account is up to date so you can release parts.

Thanks



FOR ACC5
FOR ACC5 -If still overdue after 75 days inform sales manager and they will decide if we put on chk or not

FOR ACCOUNTS CONSISTENTLY ON CHK

For accounts that are consistently on CHK each month, change into COD.  
We call and email to advise of case.