About
When creating a new Sales Order, ERP Go can automatically perform a credit check based on the selected account’s Credit Limit (if enabled under Customer -> Additional info tab). With reference to the below image, once the account is found to be over the specified credit limit (whether at the point of selecting account or whilst adding products), the following 4 actions can be taken from the Credit Limit warning itself (role permitting):
Confirm & proceed (If Allow "Credit Limit Override" is set to Yes)
Convert to Cash (proceed as a Quick Order)
Proceed via a Supervisor Override (If Allow "Credit Limit Override" is set to No)
Cancel order
1. Roles
Navigate to Roles under Company Settings -> Your Settings:
Select the role associated with creating Sales Orders and click on Actions.
When Allow "Credit Limit Override" is set to Yes, then users can proceed past the credit limit warning without a supervisor override by clicking on Confirm.
When Allow "Credit Limit Override" is set to No, then users cannot proceed by clicking on confirm but can request a supervisor override in order to proceed.
2. Configuring Credit Limit per Debtor
Referring to the below image, a Credit Limit is configured per Debtor by editing account and populating the Credit Limit field under the Additional info tab.
Customer Edit -> Additional Info -> Credit Limit
For Accounting Integrations. When integrated with Exact or Sage, the credit limit will be synced from the accounting system when syncing accounts, and when integrated with Xero or QuickBooks, the credit limit must be added manually to the customer account. Note, invoice payment status is not currently synced from the accounting system.
3. When Does the Credit Check Occur?
The credit check is triggered at multiple stages during the order creation process:
3.1 Account Selection (Header Level)
If the credit limit of the selected account is zero (0), no credit check is performed.
If the credit limit is greater than zero and the customer is set to Can Take Payment, then the below warning messages will display at the point of a) Selecting account and b) In order itself:
a) Credit Limit Warning Message at point of selecting Account
b) Credit Limit Warning message displaying in Order itself
3.2 Item Entry (Line Level)
As products are loaded, credit limit might be triggered mid-way through capturing (as the system continuously checks Total Balance + Item Price > Credit Limit)
With reference to the above image, when Allow "Credit Limit Override" is set to No under Roles, then clicking Confirm will see the following message appear:
Whereas clicking on Request Supervisor Override will see the below override appear, requiring a supervisor to walk over and capture their username & password:
3. Quote or Provisional Conversion
Said Credit Limit warning messages will also display when creating a Quote or Provisional Order, but users will not be prevented to process Quotes or Provisional Orders.
Said Credit limit warning messages will also apply when converting a Quote or Provisional Order to a full order.
4. Additional Notes
In addition to proceeding as a Cash sale (by clicking on Convert to Cash), users may choose to manually place an account On Hold / On Stop if credit limits are exceeded.
All credit check warnings and user actions are logged in the Action Log for audit and tracking purposes.
