For your larger customers who have normal terms codes on invoices (30 day, 45 day, etc) but who traditionally pay later. The custom property gives you the ability to give specific customers additional grace days. Example EAgent puts all accounts on hold that have invoices past due by 21 days but you give one specific customer a grace period of an additional 20 days. You specify at the customer level the additional grace period via a custom property we set up for you.
This task has scripts in place to update the OnHold status of your customer records in e-automate. It is designed to allow you to grant specific customers “grace” days beyond the due date on past due invoices. Typically, these should be accounts where you don’t really have a collection problem, it’s just that their processes cause them to pay a week or two past the terms due date. For example: Multi-Location real estate firm has a central billing address, however all invoices are received and sent out to the branch offices for “approval”..then returned to the central billing office for payment. Their process adds many days to their turnaround, but they are paying you regularly. If you extended their terms on their invoices, they would just pay you later.
The alert does require that you setup an attribute (custom property field), and a configuration (Custom Properties) for the customer file and use the attribute created in that configuration. Then you can go into e-automate customer records for the customers who you want this task to affect and set this field to the appropriate number of Grace Days you wish to allow before they remain on credit hold.
Below are the steps necessary to do this:
1) First you have to make sure that you have Custom Properties Enabled for e-automate..so go to Tools/Options..and under Misc Options, check the box “Enable Custom Properties”
2) Now you need to go to Lists & Codes and from the “Tools” menu and in the lists and codes window select “Attributes”. Attributes are really custom fields you setup for e-Automate.
3) Click on New, then fill out the attribute box as below: Note, the attributename must match exactly, and the Data Type drop down needs to be set Numeric.
Click ok to save and return back to the Attributes List.
4) Next, change the list to “Configurations (Custom Properties)
5) If you don’t already have a configuration group for Customer Properties..click on New to create a new configuration for Customers (otherwise Edit your existing Customers group to add the attribute created above to your employee group).
Set the Name/Description and Group as in the example below..then select the attribute you created in Step 4 above in the Available Attributes…check “Default Value” and set to 0 then click the “QuickAdd” button. You should end up with the second image below..if so then click OK to save the configuration.
The next steps are how you utilize this new custom property in combination with the E-Agent OnHold Status tasks.
1) Set all customers (with a few exceptions like leasing companies) to “Use e-agent to place or release from credit hold”.
2) Setup the E-Agent task “Customer Hold Status” to place all customers set as above to go on hold if they have any invoices past XX days
3) For these slow pay (but good customers), open up their bill To customer record in e-automate and in the Custom Properties select the group you created above and set the attribute field you created to the appropriate # of Grace Days beyond the past due days you set in the e-agent task above.
So what would happen is E-Agent would go thru and if AB Customer in example above had any invoices past due > 30 days, they would be place on hold. However, this task (which must be scheduled to run at a time following the time you scheduled for your E-Agent OnHoldStatus task to run) will go thru, and check any customer that has the custom property attribute field you setup for this task with a value > 0, and compare the customers pastdue invoices to see if any are over 180 days, if not then the this task takes the customer OFF CREDIT HOLD!