Credit

Extending terms is a credit decision you make once and then have to hold to. This is where the limit is set, where the balance moves on its own as orders are invoiced and paid, and where you see who is over terms before it becomes a phone call.

Review pending applications and set each customer’s credit limit. Terms pre-set on a customer invite land here too — they take effect when the customer activates; staff-managed customers get theirs at provisioning.

Balances draw down when an order invoices to the account; marking the invoice paid restores available credit.

One bank transfer usually pays several invoices. Record payment on the account takes the amount, method, date and reference, then spreads it over the customer’s open invoices oldest-first — you can move the amounts around, and Save unlocks only when nothing is left unallocated. Each allocation is booked as a real payment on its order: the invoice shows paid or part-paid, and exactly the credit it covered is restored.

Anything that isn’t an invoice — a write-off, a correction, an opening balance — is a Manual adjustment. It needs a reason, which goes on the ledger.

When invoicing an order would push the customer past their limit, the order isn’t refused and it isn’t invoiced: it waits on credit hold, with the status unchanged, an amber banner on the order and a queue at the top of the Credit page. The moment a payment, an allocation or a higher limit frees enough headroom, held orders invoice themselves, oldest first. You can also retry Invoiced from the order once headroom is there.

Keying a Net 30 order for a customer who is short on headroom, or whose account has expired, shows an amber warning instead of a dead end. Tick the acknowledgement to place it on Net 30 anyway — the invoice step still enforces the limit, so the order can only ever be invoiced when the credit is really there. Converting an approved quote works the same way; left unacknowledged, the order goes on bank transfer and the order page says why.

Invoices on account that pass their due date can be chased automatically. Settings → Automatic reminders holds the steps as days after the due date — 0, 7 and 14 by default, up to five — and each invoice gets one email per step, never a repeat. The last step is worded as a final reminder. Emails go to the customer’s accounts email, or the order contact when there is none, and every send is logged on the customer’s timeline.

• Runs once a day at about 7am Sydney time.
• Switching it on starts quietly: an invoice already overdue that day is not chased for the steps it has passed. Untick “Start quietly” to chase them.
• A customer with reminders off on their page is skipped.

On the first of the month, customers with anything owing can be emailed a statement for the previous month — the PDF attached, to their accounts email. Nothing goes to a customer with a zero balance. Same switch card, same per-customer exclusion; the send is logged on the timeline.

Approved terms lapse after the validity period set in Settings. With the digest on, the admin email gets one message a day listing accounts that expire within 30 days, so terms are renewed from the account page before an on-account order falls back to bank transfer.