Auto creates and closes AR Tasks to your Accounts Receivable Console when account is past due. Can also auto close other task types your staff uses once account is no longer past due.
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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips | Related Alerts
Overview
Overview
Auto creates and closes AR Tasks to your Accounts Receivable Console when account is past due and/or when invoice past due. Can also auto close other task types your staff uses once account is no longer past due.
Run Schedule: Weekday Afternoons
Type of Output: Email
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Sample
Sample
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Variables
Variables
Variable X: Task Type to Create AND Close, only one entry allowed.
Variable W: Exclude/Include Customers with open Task matching that listed in VariableX.
Variable Y: Term Code on customer to be used for Grace Period allowed (per VariableZ), only one entry allowed.
**Leaving this blank will not mean ALL Term Codes to be considered.
***Variable Y and Z work together, so both variables must be completed for them to work. They do NOT tell the process to ONLY consider customers with Variable Y payment term for task type create/close. Instead, the process is going to create a task for all customers on day 1 of being past due EXCEPT for customers with the Variable Y payment term it will create the task Variable Z days after the account becomes past due.
Variable Z: Grace Period allowed past due before this alert creates an ARTask for customers (not invoices) with the TermCode listed in VariableY.
Variable 3: If you want the process to create AR Tasks for customers with a TOTAL past due amount over $XXX, enter in the amount here (no decimals). Leave variable BLANK if you do not want an ARTask for a customer's total past due.
**Please note, as soon as customer total past due is any value less than what you have listed, we will auto complete the task.
Variable 2: If you want the process to create AR Tasks for an individual invoice with an amount due over $XXX (whether the invoice is past due or not), enter in the amount here (no decimals). Leave variable BLANK if you do not want a separate ARTask for any specific invoice.
**Please note, this is amount due on invoice, so if partial payment made and invoice amount due exceeds value you have entered in Variable2, we will still create an AR Task. This also means if partial payment made reducing the amount due to a value less than what you have listed in this variable, we will auto complete the AR Task.
Variable 4: Task Type(s) to auto-complete in addition to task type in VariableX, separate by comma. Leave blank if no additional task types to close other than what's listed in Variable X.
Variable 1: Customer Type(s) to exclude from creating an AR Task, separate by comma, or leave blank to not exclude any.
Variable 5: Enter Branch Number(s) to trigger on, separate by comma, or leave blank to include ALL
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Alert Functionality
Alert Functionality
1. Use variables to tell process what circumstances need to exist for us to open and/or close AR Tasks. You can exclude customers with existing open AR Tasks (VariableW), exclude Customer Types (i.e. leasing companies) from process completely (Variable1), set if we create AR Task based on invoice level minimum amount past due (Varialbe2) or customer level (total AR) minimum amount past due (Variable3). We will auto create and close AR Task listed in VariableX. We can auto close any AR Task(s) listed in Variable4.
2. We will install in Test Mode initially so you can review the daily email seeing what AR Tasks we would open and/or close based on your variable settings. Once you are comfortable with the results, email us at help@ceojuice.com letting us know you are ready to be set to run live.
3. Creates and completes tasks in AR Console. These tasks can be seen via Tasks or at Customer Level Tasks:
AR Console / Tasks:
OR at Customer Level in AR Console / Tasks:
Will show entered/updated by CJID640 with time stamp:
4. Description in AR Task (same as daily email sent) reflects trigger reason based on your variable settings.
For example:
Total Past Due for customer is $2800.15: Customer is past due as of today in amount of $2800.15
Total Past Due for customer is $3476.89 for terms Due On Receipt + 30 days: Customer is 30 past due with terms of Due On Receipt for $3476.89
Invoice 1345678 total due is $6300.00: Invoice in amount of $6300.00 is past due today
5. Process runs weekday afternoons:
AR Tasks created will have 'Scheduled for" date of next weekday.
AR Tasks completed will have "Completed on" date of the day our process closed it (not the next weekday).
So be sure to consider this for schedule change requests as our code can't be customized to change those dates assigned to AR Task.
4. VariableY will apply to Term Code on Customer Record, NOT invoice.
6. Grace period days is looking at "Past due days" column per AR Console:
7. Assigns AR Task to AR Rep listed on Customer Record. If no AR Rep on Customer Record, then task will be assigned to no one.
Sample AR Task not assigned to AR Rep because Customer Record has no AR Rep listed:
8. Notes on variables and how they do or do not relate:
VariableY/Terms Code and VariableZ/Grace Period:
These only apply if creating task based on TotalPastDue you must have a value of at least 0 (zero) in Variable3. If Variable3 is blank, then we will not consider the terms code and grace period.
You must have both a Terms Code and Grace Period populated for this to work.
Variable3/Create for TotalPastDue:
Will consider the values in VariableY/Terms Code and VarialbeZ/Terms Code.
Can not be used for Variable4/Close AR Task Only function.
As soon as total past due drops below value in Variable3, the AR Task will auto close.
If Variable3 is blank, then VariableY/Terms Code and VarialbeZ/Terms Code have NO function.
Variable2/Create for InvoiceAmount:
Is for any invoice type issues for amount in variable or more. As soon as the amount due on the invoice drops below the Variable2 value (even if NOT $0.00), the AR Task will auto close.
9. You can subscribe to more than one ID604 task. This enables you to have different variables for each subscription. For example, you may want to create an AR Task for specific Term Codes, Past Due Amount, etc. Just click on the plus (+) sign below your first subscription.
Use the Clone Description to differentiate:
Subscription Clone Description field:
Subscription listing with clone description:
10. When to use a clone? This process has multiple functionalities, so we highly recommend creating a separate subscription for each functionality you want it use it for.
Suggested use of clones
Suggested use of clones:
**MAKE SURE YOUR CLONES DO NOT OVERWRITE ANOTHER CLONE'S FUNCTIONALITY!
a) Setting different Term Codes with Grace Period. VariableY allows only one entry.
For example:
Clone1: Set VarX with Task Type need and Terms Code of Net 45 in VarY with Grace Period of 30 in VarZ
Clone2: Set VarX with Task Type needed and Terms Code Due Upon in Receipt in VarY with Grace Period of 10 in VarZ
b) Creating/Closing AR Task to track high dollar invoices. Use different AR Task for these and do not combine with other use cases.
For example:
Clone1: Set VarX with Task Type needed and CreateForInvoiceAmount of 1000 in Var2
c) Creating/Closing AR Task to track high dollar TOTAL past due amounts.
For example:
Clone1: Set VarX with Task Type needed and CreateForTotalPastDue of 5000 in Var3
d) For auto completing AR Task Types our process is NOT creating for you. Leave ALL variables blank except VarW set with Exclude, Variable3 MUST BE set to 0 (zero) not left blank, Variable4 (and Variables 1 and 5 if limiting by Customer Type and/or branch). Then we will auto complete that task when customer no longer past due.
e. If process different for each branch, use Variable5 to specify Branch Number(s) along with function you need us to do. You may have multiple clones for each function for each branch.
For example, set Branch1 to auto create/close AR Task of Call when TotalPastDue is is $10 or more and Customer Type is NOT Leasing
vs. set Branch2 to auto create/close AR Task of Call when TotalPastDue is $250 or more and Customer Type is NOT Leasing
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Best Practices & Tips
Best Practices & Tips
1. This process is essentially creating an AR Task for you when an account is past due and auto completing that same task once no longer past due. You can set exceptions using the variables:
You can delay when the AR Task is created by listing Term Code and Grace Period. The grace period is how many days past due until the AR Task created.
You can specify limitations:
You can set minimum dollar amount the ACCOUNT can be be past due before AR Task is created.
You can set minimum dollar amount the INVOICE can be past due before AR Task is created.
You can tell us NOT to create an AR Task if we've already opened one based on other settings.
2. We suggest creating/listing a Task Type in VariableX that your staff doesn't already use for manual task type creation.
3. Be sure to give Task Type listed in VariableX security permissions to AR Console:
3. If you are missing (or have never populated) the AR Rep on your Customer Records, you can use eAuto's Bulk Update tool to update.
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Related Alerts
Related Alerts
ID21 - AR Past Due Customer Not Contacted
ID182 - Past Due Activities from the AR Console Tasks > VariableW Days
ID627 - Create AR Task for Unapplied Payment
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