Held Orders and Credit Release (AR 15)

This program shows all of the orders that are currently on credit hold and lets you selectively release them.

Include/Omit Feature

Associated Files

On the Account Receivable main menu, enter option 15 - Held Orders/Credit Release. The Orders On Credit Hold screen appears.

Use the roll up and roll down keys to move forward and backward through the list of credit held orders.

Examples of special terms abbreviations that can appear under Terms are:

  • P/A - Paid in advance. (Order must be paid in advance)
  • PABD - Paid in advance with balance due.
  • COD - Cash or check on delivery or pick up.
  • L/C - Pay via letter of credit.
  • CASH - Cash only, on delivery or pick up.

To the right of the WARE field, a lower case letter code indicates whether an order contains transfers, back orders, or special orders. The following codes are used:

  • t - the order contain transfers.
  • b - the order contains a back order.
  • s - the order contains a special order.
  • m - the order contains a mix of transfers and back orders, or transfers and special orders.

You can enter R beside orders to release multiple orders, or X to view the customer's credit history and the ability to release a single order. If you enter the R beside one or more orders, and press Enter, the system responds as follows:

  • orders are released
  • the list of credit held orders is re-displayed, without the released orders
The use of the R code is allowed only if the high level password has been activated. Have your system administrator set the proper low level and high level passwords for the POCRL1 password keyword.

To view the details of a specific order enter an X in the appropriate Opt field and press Enter. The next screen shows the customer's credit history and specifics about the selected order.

The top half of the screen shows unchangeable data about the account. The bottom half contains the input fields as described in the following table.

Field

Description

Authorization Code

The code of the person authorizing the changes to this account, normally the person's initials. Press Enter after entering initials to release order if there are no other changes to this screen.

Color Code

You can color-code credit held orders, so that they appear in colors representing different hold status, such as waiting for check, waiting for delivery instruction, or do not release. To color-code a credit held order, enter one of the following codes in the Color Code field of the Account Review screen.

R = Red

P = Pink

Y = Yellow

W = White

B = Blue

T = Turquoise

Any other character, or blank, appears in green

Credit Mgr

You can override the Credit Mgr code for specific orders from the account review screen. This function lets you shift orders shifted to another credit managers' screen without changing the BillTo File credit manager field. If a credit manager has the screen set to only show orders for a specific credit manager code, the program displays orders that belong to accounts with that credit manager code, and orders that have been overridden to their credit manager code. Therefore, orders whose credit manager codes have been overridden, display on screens set for either the original, or overridden credit manager code.

If a credit manager code is changed the new code is highlighted in pink when the Credit Hold screen is redisplayed.

Override:

Terms%

Days

Code

Lets you to override the discount payment terms. For system defined terms, enter the number of days (in parenthesis) in the days field.

  • M - Manufacturer's code
  • P/A (001) - Paid in advance
  • PABD (002) - Paid in advance with balance due
  • COD (003) - Cash or check on delivery or pick up
  • L/C (004) - Pay via letter of credit
  • CASH (005) - Cash only, on delivery or pick up

A change in any of these fields results in an entry being made onto the notepad. The notepad is accessed by pressing F5.

FP Ac#/Trm

The Floor Plan account and terms. Credit managers can change an order to or from Floor Plan by updating the Floor Plan Account# and Terms field.

Upd All Dates

This setting allows you update all lines when you chooses to update the ship date while the order is on credit hold.

Associated Files:

  • System Wide Setting - Options for Credit Hold - If the setting Prevent line level ship dates updates when orders are releasedis set to Y the Update all lines is defaulted to N.

Ship Date

The Credit Hold screen lets you to clear the ship date and force the system to retrieve the next ship date. This should be done by credit managers when an order is held long enough to impact the ship date. When you clear the Ship Date field, the system retrieves the next scheduled ship date for a delivery, or inserts today's date for a will call/pickup. The date can also be overridden as needed.

A change in this field results in an entry being made onto the notepad. The notepad is accessed by pressing F5.

Ship Via

The way order is scheduled to be shipped. To search through all the available Ship via codes, enter ? in the field.

A change in this field results in an entry being made onto the notepad. The notepad is accessed by pressing F5.

Truck Route

The truck route consists of three two-character fields; Truck Route, Stop#, and Run#

Enter a ? to search the available truck route codes.

A change in this field results in an entry being made onto the notepad. The notepad is accessed by pressing F5.

Messages

Enter up to three lines of text about this order.

Col$

If you want to collect an additional amount on an order entry, enter the dollar amount here.

You must enter a message when entering an amount. 

The entered amount is added to the total dollar value of the order. It will not add to the A/R when invoiced.

Printer

Enter a printer code, such as P2 or P9.

When applicable, the Floor Plan Company Name appears to the left of the Printer field.

After reviewing or editing the fields press Enter. The Orders On Credit Hold screen re-appears with all changes applied.

Include/Omit Feature

The Credit Held Orders screen has an Include/Omit feature accessed via F2.

The F2 prompt is shown in reverse image when an Include/Omit parameter is in effect.

1. Press F2 on the Orders On Credit Hold. The Credit Hold Selection Criteria window appears.

The selection window lets you include or omit orders based on the options shown.

2. To include any category, enter I in the I/O field. To omit any category, enter O in the I/O field. For categories without an I or O the system includes all.

Field

Description

I/O

Enter I to include a category, or O to omit a category. Leave blank to include all.

Credit Manager (on screen)

The credit manager codes as shown on the Credit Hold screen

Credit Manager (in billto)

The Credit Manager Code in the BillTo File related to each order on the Credit Hold screen. The credit manager code on the screen can be different than the Credit Manager Code in the BillTo File, because of possible changes made to Credit Manager Codes after an order is sent to the Credit Hold Screen.

Color Codes

The color codes assigned to each order on the Credit Hold Screen.

Header Warehouses

The warehouses from which the orders are to be shipped or picked up.

Ship Via Code

The ship via codes assigned to each order on the Credit Hold Screen.

Truck Route Codes

The truck route codes assigned to each order on the Credit Hold Screen.

Account Names

The names of the customers shown on the Credit Hold Screen. Enter any part of the name. The program performs a string search. For example, if you enter FLOORING, the program finds customers with the word FLOORING in it.

Account Numbers

The account numbers assigned to each order on the Credit Hold Screen.

Date Required Span

A span of ship dates (date required) related to the ship dates assigned to the orders on the Credit Hold Screen.

COD/CASH Orders

Entering an I or O for this category lets you include only orders which are CASH or COD, or omit orders that are CASH or COD.

Open Account Orders

Entering an I or O for this category lets you include only orders that are open account, or omit orders that are open account. Orders are considered to be an open account if they are not CASH or COD.

Floor Plan Orders

Entering an I or O for this category lets you include only floor plan orders, or omit floor plan orders.

Permanent? (Y/N)

Enter Y to make a category selection permanent. Enter N or leave blank to leave the category selection as a temporary condition. When this field is N or blank, the parameters are cleared when you exit the program via F7 or any hot key.

The following figure shows the results of a previous selection criteria. Only accounts with names containing Harbor are listed. The system searches for character strings found in any part of the customer name field.

The above screen shows F2=Incl/Omit in reverse image, indicating the selection window is active.

Associated Files