Follow

ID604 - Create /Close New AR Task for Delinquent Account(s) Overview & Sample:

one paragraph (2-3 lines max) very brief description of alert

Jump to a specific section by clicking a link

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

 

Click to Subscribe

Overview

Overview

This alert runs weekly and will complete any open AR tasks (regardless of how that AR Task was created) ia) if the customers AR Past Term due date Balance is $0 ...in other words the customer has no past due invoices 
b) if the AR Task is linked to an invoice and that invoice has been paid.

If you do not want the process to create specific Invoice ARTasks, enter 0 in Variable2. If you specify any amount> 0  in Variable2 (CreateforInvoiceAmount) , then this process will create an individual AR Task for any invoice that exceeds the $$ amount specified here if no ARTasks exists for that invoice.  If there are other ARTasks already open for the customer Variable2 will still trigger to create an ARTask for the invoice due > Variable2. 

Variable3 will create a new AR Task( if an open one does not already exist) for any account with a past term date due balance. It will assign this task to the AR Rep per the Customer Record. The alert will also auto-close tasks of that same type when they are no longer past due and/or for invoice specific tasks, when that invoice is paid.

 

Run Schedule:  Weekday Afternoons

Type of Output: Email

 

*  *  *

Sample

Sample

**COMING SOON**

 

*  *  *

Variables

Variables

**COMING SOON**

Variable W: Exclude/Include Customers with open AR Task type 'X' already created by this alert

Variable X: Contact Task Type to Create AND Close (only one entry please)

ID604TaskType.png

Variable Y: Term code on customer to be used for Grace Period allowed (see Z below) (only one entry please)

ID604TermCode.png

Variable Z: Grace Period (days) allowed Past Due before this alert creates an AR Task for customers (not invoices) of Term Code Y

Variable 1: Input here the list of customer type(s) (separated by comma) codes that should be excluded from creating an AR Tasks for any reason

ID604CustomerType.png

Variable 2: If you want the process to create a specific AR Task for any individual invoice with an amount over $XXX (no decimals), enter in the amount here.  Leave variable BLANK if you do not want a separate AR Task for any specific invoice. 

Variable 3This variable value is the total $$$ (no decimals) amount past due for a customer to trigger an AR Task to be created.  This allows you to control how large a customers past due balance is before we create an AR Task.  Please note, this variable controls the Total Past Due on all invoices billed to this customer.  Variable2 is a separate consideration from this filter, and vice-versa, this variable has no impact on creating a single AR Task for any invoice.  This variable controls the creation of an single AR Task for customers past due amount. Leave variable BLANK if you do not want any task to be created .  

Variable 4Enter in the AR Task Type(s) you wish this process to auto-complete when the customer on the Task no longer has any past due terms balance (and/or if invoiced linked to task, invoice is paid).  Separate the task type(s) with a comma please if you have multiple task types you wish us to process.  If you leave this blank, then the process will only mark completed any tasks created by our process listed in VarX (not user created) .

Variable 5: Enter Branch Number(s) to trigger on, separate by comma, or leave blank for ALL

 

 

*  *  *

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, exclude Customer Types (i.e. leasing companies) from process completely, set if we create AR Task based on invoice level minimum amount past due or customer level (total AR) minimum amount past due. We will auto create and close AR Task listed in VariableX. We can auto close any AR Task(s) listed in Variable4.

2. Creates and closed tasks in AR Console. These tasks can be seen via Tasks or at Customer Level Tasks:

AR Console / Tasks:

ID604ARConsoleTasks.png

OR at Customer Level in AR Console / Tasks:

ID604ARTasksCustomer.png

Will show entered /updated by CJID640 with time stamp:

ID604ARTaskEnterBy.png

3. 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. 

ID604ARRep.png

4. 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 vs other Term Codes. Just click on the plus (+) sign below your first subscription.

ID604Cloneable.png

5. 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.

 

*  *  *

 

Best Practices & Tips

Best Practices & Tips

1. Be sure to give Task Type listed in VariableX security permissions to AR Console:

ID604TaskTypeSecurity.png

2. 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. 

ID604Bulk Update.png

 

 

*  *  *

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

 

*  *  * 

 

 

*****************

ID604 - This alert runs weekly and will create a new AR Task, if an open one does not already exist, for any account with a past due balance (per the AR Console). It will assign this task to the AR Rep per the Customer Record. The alert will also auto-close tasks of that same type when they are no longer past due.

**Please note, if you do not use AR Reps, then alert will create new AR Task and you can search for those by running the open tasks list and filter it by "SysGen" activity type.

**Please also note this alert does not generate an email indicating what tasks were / were not created.**

Variable Set Up:

VariableW allows you to either create new tasks for customers who have an existing task or not, as you prefer.

VariableX is the TaskType (you'll need to create it in eAuto, or change VarX to match the one you have) for the newly-created Tasks which will also be auto-completed by the logic once there is no longer a past due balance.

VariableY allows you to specify one TermCode that you will override with 'grace days' for (might not want to chase your Net2 customers right away). **Need to have one term code entered here for the alert to work correctly, will not create the tasks without something entered here.

VariableZ is the number of grace days to allow clients with overdue invoices of TermCode Y (so, for instance, enter '5' here to chase your Net2 customers when they're 5 days past due).

VariableX and VariableZ do NOT support multiple entries separated by comma. Note that tasks will not be closed if the client has 'anything' past due, including a positive balance.

 

ID605 - Whereas ID604 will create new AR Tasks of a given Type and then close them when no longer required (customer no longer past due), ID605 will auto-close the AR Tasks your staff create manually as a part of the collection process (again, once that customer is no longer past due per the AR Console).

This assumes your staff are creating those tasks of a certain Type which you set in VariableX above so the alert knows which tasks to consider closing.

**Please note this alert does not generate an email indicating what tasks were / were not created.**

VariableX is the TaskType (you'll need to create it in eAuto, or change VarX to match the one you have) for the newly-created Tasks which will also be auto-completed by the logic once there is no longer a past due balance.

VariableY allows you to specify one TermCode that you will override with 'grace days' for (might not want to chase your Net2 customers right away)

VariableZ is the number of grace days to allow clients with overdue invoices of TermCode Y (so, for instance, enter '5' here to close AR Tasks even if invoices are less than five days past due).

VariableX and Variable do NOT support multiple entries separated by comma. Note that tasks will not be closed if the client has 'anything' past due, including a positive balance.

 

AND use alert ID182 to ensure the AR person is completing their tasks and not just leaving them open.

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.
Powered by Zendesk