This video provides an overview of managing credit control within the system. You will learn how to monitor outstanding balances, set up automated reminders, and track communication with debtors.
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How do I access the Credit Control center?
To get started with managing your outstanding invoices, navigate to the main dashboard and click on the 'Finance' tab in the sidebar menu. From there, select 'Credit Control' to open up your primary management view where you can see all overdue accounts and upcoming payment deadlines.
💡 Action Steps
Click on the Finance tab
Select the Credit Control option from the menu
How can I view my total outstanding debt?
Once you are in the Credit Control view, look at the summary cards at the top of the screen. These cards provide a real-time snapshot of your total aged debt, broken down by categories such as 30, 60, and 90 days overdue. This gives you an immediate understanding of your current cash flow position.
💡 Action Steps
Locate the summary cards at the top of the screen
Review the aged debt breakdown categories
How do I filter for specific overdue customers?
If you want to focus on specific accounts, use the filter bar located just above the main table. You can search by customer name, reference number, or even filter by the 'Days Overdue' column to prioritize the oldest debts that require the most urgent attention.
💡 Action Steps
Click into the filter bar above the table
Enter a customer name or reference number
Sort the table by the Days Overdue column
What information is visible in the customer record?
When you click on a specific customer from the list, you will see their complete history. This includes a list of all outstanding invoices, any partial payments that have already been applied, and the direct contact details for their accounts department so you know exactly who to reach out to.
💡 Action Steps
Select a customer from the main list
Review the outstanding invoices list
Check the contact details section
How do I send a manual payment reminder?
To send a quick reminder, select the invoice you are concerned about and click the 'Send Reminder' button. You can choose from a variety of pre-defined email templates, or you can customize the text on the fly before hitting 'Send' to make sure the tone is appropriate for that specific client relationship.
💡 Action Steps
Select a specific invoice
Click the Send Reminder button
Choose an email template
Click Send
How can I automate my credit control process?
To save time, you can set up automated workflows by going to the 'Settings' gear icon and selecting 'Reminders'. Here, you can define specific triggers, such as sending an automated email three days after an invoice becomes overdue, and then a follow-up seven days later.
💡 Action Steps
Click the Settings gear icon
Select the Reminders option
Define time-based triggers for automated emails
How do I log communication with a debtor?
If you speak with a customer on the phone, it is important to record that interaction. Click on the 'Add Note' button within the customer record. Type in the details of the conversation, such as a promise to pay by a certain date, and then click 'Save' to ensure this is shared with the rest of your team.
💡 Action Steps
Click the Add Note button within the customer record
Type the conversation details into the text field
Click Save to log the note
How do I put an account on credit hold?
If a customer has reached their limit or is significantly overdue, you can put them on a credit hold. Go to the 'Status' dropdown menu on their profile and select 'Credit Hold'. This will prevent any new orders or invoices from being processed until the hold is manually removed by an authorized user.
💡 Action Steps
Open the customer profile
Access the Status dropdown menu
Select Credit Hold
How do I export a credit control report?
For reporting purposes, you can take all the data you see here and export it to a spreadsheet. Simply click the 'Export' button in the top right corner of the Credit Control dashboard. This will generate a CSV file containing your full debtor list and current statuses for offline analysis.
💡 Action Steps
Navigate to the top right corner of the dashboard
Click the Export button
Download the generated CSV file