This guide provides an overview of how to manage and monitor outstanding customer balances using the Credit Control features. You will learn how to navigate the dashboard and utilize specific tools to streamline your debt collection process.
How do I access the Credit Control dashboard?
To get started with managing your outstanding debts, you need to navigate to the main menu and select the Credit Control tab. This will open up your primary dashboard where you can see a high-level overview of all pending payments and overdue accounts across your entire system.
💡 Action Steps
Navigate to the main menu
Click on the Credit Control tab
What information is shown in the Aged Debtors report?
Once you are in the Credit Control section, you can view the Aged Debtors report which breaks down exactly who owes you money and how long those invoices have been sitting unpaid. You'll see columns for current balance, 30 days, 60 days, and 90 plus days, allowing you to prioritize which customers you need to contact first.
💡 Action Steps
Open the Aged Debtors report
Review the 30, 60, and 90 day columns
How do I filter my outstanding invoices?
If you want to drill down into specific data, use the filter options at the top of the screen. You can filter by specific customer names, date ranges, or even by a minimum balance amount. This helps you narrow your focus so you aren't overwhelmed by the entire list of debtors at once.
💡 Action Steps
Locate the filter bar at the top of the screen
Enter a customer name or date range
Set a minimum balance threshold
How can I record a communication note for a debtor?
When you speak with a customer regarding an overdue payment, you should click on the specific invoice or customer record to add a note. Type in the details of your conversation, such as a promised payment date or any disputes they mentioned, then hit save to ensure there is a permanent audit trail of your collection efforts.
💡 Action Steps
Click on a specific customer record
Enter details into the notes field
Click Save to log the communication
Where do I find the contact details for a customer?
To make the collection process easier, you can pull up customer contact information directly from the Credit Control view. Simply hover over the customer's name to see their phone number and primary email address, or click through to their full profile to see secondary contacts and billing addresses.
💡 Action Steps
Hover over the customer's name
Click the customer profile link for full details
How do I send a payment reminder email?
You can send reminders directly from the system by selecting the invoices you want to chase and clicking the 'Send Reminder' button. You can choose from several pre-configured email templates that range from friendly first reminders to more formal final notices before taking further action.
💡 Action Steps
Select the checkboxes for specific invoices
Click the Send Reminder button
Select an email template from the dropdown menu
How do I place a customer account on stop?
If a customer has reached their credit limit or has significantly overdue invoices, you may want to prevent further orders. Go into the credit settings for that customer and toggle the 'Account on Stop' switch to yes. This will trigger a warning or prevent new transactions from being processed for that specific account.
💡 Action Steps
Go to the customer credit settings
Toggle the Account on Stop switch to Yes
How can I see a history of all credit control actions?
To see everything that has happened with a particular account, you can view the Activity Log. This shows a chronological list of every reminder sent, every note added, and any changes made to the customer's credit status, giving you a complete history of your interaction with that debtor.
💡 Action Steps
Open the Activity Log section
Review the chronological list of actions and reminders