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ID21 - AR Past Due Customer Not Contacted Overview & Sample:

Monitors customers with a past due balance ensuring they are being contacted for payment status

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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips | Related Alerts

 

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Overview

Overview

This alert monitors customers with overdue balances and flags accounts where no AR tasks have been logged within a specified time frame. This alert is a powerful tool to reduce overdue balances, ensuring your AR team stays proactive and improves cash flow reliability.

How does the alert work?

The alert checks for customers with overdue balances in specific aging buckets (30, 60, 90 days) and triggers if no AR tasks have been logged within the number of days specified in VariableW. The alert will re-trigger if accounts continue to meet the overdue criteria.

See the Alert Functionality section for detailed trigger logic.

 

Run Schedule:  Monday Morning, once a week

Type of Output: Email

 

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Sample

Sample

  1. Percentage of outstanding invoices over 60 days old
    • Indicates the proportion of significantly overdue invoices. A high percentage suggests a need for immediate collection efforts.
  2. Average Days Sales Outstanding (DSO)
    • Reflects the average number of days to collect payment. An increasing DSO may indicate inefficiencies in the collection process
  3. Accounts Receivable balance 31-60 days old
  4. Accounts Receivable balance 61-90 days old
  5. Accounts Receivable balance more than 90 days old
  6. Last note listed in tasks within the AR Console
  7. Date of last note listed in tasks within the AR Console

 

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Variables

Variables

 

VariableW 

No Completed Tasks in W Days

Purpose: Specify the number of days without an AR task before the alert triggers.

Default value: 14

Example: If set to 14, the alert triggers after 14 days of inactivity.

 

VariableX 

ZCJARNoteDaysOverride

Purpose: Set a custom override for the number of days without a logged task before triggering the alert, specific to individual customers.

Default Value: ZCJARNoteDaysOverride

Example: If set to 30, the alert will not trigger for the customer unless 30 days have passed without a logged AR task. This overrides the default value in VariableW.

To exempt a customer entirely, set the override to a very high value (e.g., 9,999). Not Recommended

 

VariableY 

#Days Bucket for Balances

Purpose: Define the aging bucket for overdue balances (e.g., 30, 60, 90 days). If left blank, no restriction applies.

Default Value: 30

Example: If set to 60, the alert includes accounts 60 days overdue or more.

 

VariableZ 

Past Due Amount

Purpose: Set the threshold for overdue balances that trigger the alert.

Default Value: 20.00

Example: If set to $1,000, only accounts with balances above $1,000 will trigger the alert.

 

Variable1 

Task Types

Purpose: Specify the task types considered as "contacting for collection," or leave blank to include all.

Default Value: blank

Example: "Phone Call, Email."

 

Variable2 

Branch Numbers

Purpose: Trigger on specific branch(s). Enter branch numbers you want included, separated by commas. Leave blank for all branches.

Default Value: blank

Example: "1, 2, 3" to include only these branches.

 

Variable3

Alternate Sorting

Purpose: Push certain customer types (e.g., leasing companies) to the bottom of the report for special handling.

Default Value: blank

Example: Set to "Leasing Companies" to deprioritize these accounts since they may follow different workflows.

 

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Alert Functionality

Alert Functionality

  1. How the Alert Triggers:
    • The alert activates when no AR tasks are recorded within the number of days specified in VariableW (e.g., 14 days).
    • It checks for overdue balances in aging buckets (30, 60, 90 days) that meet criteria such as VariableZ (total past-due amount) and Variable1 (task types).
  2. Reoccurrence of Alerts:
    • The alert re-triggers at subsequent past-due buckets (e.g., 30, 60, 90 days) if no AR tasks are recorded.
  3. Example Scenario:
    • Invoice Date: 2/1/2023
    • Due Date: 3/1/2023
    • VariableW: 14 days
    • Triggers:
      • 4/16/2023 (60 days overdue, no tasks in 14 days).
      • 5/2/2023 (90 days overdue, no tasks in 14 days)
  4. Integration with eAutomate:
    • The alert works with the AR Console, relying on accurate task logging and variable settings to track overdue accounts.

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Best Practices & Tips

Best Practices & Tips

  • Document and manage customer activity effectively by leveraging AR tasks.

  • Mark tasks as complete if no follow-up is required.

  • Assign follow-up tasks with specific due dates and responsible team members.

  • Add detailed task descriptions, such as invoice numbers or machine IDs. Avoid generic descriptions like "Follow up." Use descriptive notes such as:

    • "Left voicemail on 3/5/2024 about overdue Invoice #54321."
    • "Discussed payment options; follow up in 2 weeks (due 3/20/2024)."
  • Update VariableW settings to match AR team workflows, ensuring timely task creation. For tips on optimizing AR task workflows, refer to our AR Tasks Best Practices guide.

  • Use related alerts like ID182 to ensure AR tasks are completed and ID604 to automate task creation/closure.

  • Ensure custom properties such as ZCJARNoteDaysOverride are configured correctly for exceptions:

    • Example: A customer with this custom property set to 30 will override VariableW, meaning the alert won’t trigger for this customer unless 30 days have passed without a task.
    • Not Recommended: For customers exempt from triggering this alert entirely (e.g., special terms), set ZCJARNoteDaysOverride to a high number (e.g., 9,999).

 

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Custom Property Set Up

Custom Property 

This alert uses the Custom Property, ZCJARNoteDaysOverride, to override the default setting in VariableX for specific customers. For detailed instructions on creating and managing Custom Properties, refer to the Custom Properties 101 documentation.

 

 

 

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Related Alerts

Related Alerts

ID182: Tracks AR task completion to ensure tasks are not left open.

ID604: Automates opening and closing of AR tasks. 

ID289: Customers with AR Past Due More than Usual.

 

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