Credit Control Manager / Next Action Facility

When using the Credit Control Manager and chasing debts operators often use the comment to record details such as ‘Call Friday’ etc. to flag when to contact the customer again. This new feature formalises this process so that when you update a debtor memo, or print a statement, you will be asked for a ‘Next Action’ comment, date and user-id.The date and/or user-id are then available as ‘selection criteria’ when initially call the Credit Control Manager so can restrict the list to those tasks required by the operator/today.

The Action Date / User have also been added into the initial filter options when you select the Credit Control Manager that allow you to restrict the accounts reported to those requiring action today / by the current operator.

Enter the Date Range and/or User required, if enter from or to dates then any entries with blank action dates are ignored. Criteria are treated as ‘compulsory’ so if enter an action date and user then both criteria must be met before an account is listed.

Installation

Database Changes

Three new items are required within the sales ledger accounts database to record the next action detail. To update the database layout select Installation from the main menu followed by Application Manager and then Restructure a Database. Select the Sales Ledger application and choose to update the live files before selecting the Sales Accounts File. Move down the list using the <Page-Down> key or the scroll bar on the left until you reach a blank item and insert the following items: File, Item, Name, Type, Description

SLA NEXT-ACTION X (30) Holds Descriptive text to record a commentary or instruction for the next action. Size of this item is not limited to 30 characters but remember that the amount of items that can be displayed is limited by your screen resolution / font size and increasing this field may mean other items cannot be displayed.

SLA NEXT-ACT-DATE D/E Holds date the next action on this account is required.

SLA NEXT-ACT-USER X (6) Holds the user-id assigned this next action.

To insert a data item press <Enter> on a blank entry and within the pop-up enter the item name, type and size where appropriate. Once all items have been entered press <ESC> and choose the UPDATE button before confirming that you wish to extract existing data and copy table entries to the updated database. Once updated you will be prompted to remove the old database and whether you wish to make the same changes in the base file – respond as required.If you do update the base file ensure you create the new items in the same item positions as on the live file.

Set Database Profiles

The new items need to be referenced within the Database Profiles for the Sales Ledger.To update the profiles select Installation from the main menu followed by Application Manager and then Set Database Profiles. Select the Sales Ledger application and move down to the Account Statements parameter screen.

On the left of the screen reference the newly added data item numbers against the prompts for ‘Action: Next’ ‘Action: Date’ and ‘Action: User’ - <F4-Select> is available if required.

Application User Facilities

The final change is to configure the Credit Control Manager via the Application User Facilities to activate this feature. To update the CCM select Installation from the main menu followed by Application Manager and then Application User Facilities. Select the Sales Ledger application before selecting Sales Transactions and moving to screen 5 of the parameters.

Show Actions (Next / Date / User) in Pick List – set this option to include the next action data items within the accounts pick list. If space is tight you may elect to omit these items from the list, you will still be prompted to complete the next action details where appropriate.

Selective Pick on Actions (Next / Date / User) – set this option to allow the initial ‘selection’ screen to include the facility to restrict the accounts listed based on a recorded next action date or user.

Comment Action Update Account (Next / Date / User) - set this option to allow the COMMENT action within the Credit Control Manager to allow update of the next action inputs.