Debtor Control (in Accounts) is the main screen where you can produce statements and chase debtors. Evopos has many features to help businesses keep control of their debtors efficiently.
It is becoming popular to email Invoices and Statements. This is not only good for the environment but saves time and money at the same time. Each customer can have a default document sending method eg: set to Email, Email and Print or Print only. You can set in Contacts / Other tab / Default Document.
You can split your debtors into different groups by selecting Credit Days or Overdue periods. Customers with 0 (zero) credit days are referred to casual accounts (these are normally customers who owe money for parts or a job but you still have the parts or job in hand, also customers who have a credit on their account for a deposit etc). Your Trade customers with accounts should all have a Credit days set eg: 7, 30, or 8?? / 9?? Codes. This makes it easy to just do statements for your Trade customers.
Set default Credit Period for each customer
To set the default number of days credit normally allowed select Contacts / Sales tab and set the ‘Default Credit Days’. You can also set this in the Debtors control screen.
You can over-write the default credit period for specific invoices on the Finish screen when creating new invoices. This can be a useful aid to getting a large order by offering a longer credit period just for that Invoice.
Evopos is different to most other systems in that it stores more details such as the Due date and the Paid date in separate fields for every invoice. This enable us to still see how invoices were paid relative to their due date even after the payments have been made. This enables us to produce an accurate Credit score for our account customers.
Evopos also has credit days ‘Codes’ to set the payment due date to a consistent date of each month (this is useful if the customer has a lot of invoices and to avoid different ones become due nearly every day of the month).
- Use 8?? for payment by the ?? of the following month
- Use 9?? for payment by the ?? day of the month after next month
For example using a Credit Days code of: 814 on an invoice dated 7-Mar-2012 would result in message such as ‘Payment due before: 14 Apr 2012’. This would give the customer between 14 and 45 days credit depending on what day of the month they were invoiced.
This also makes the statements very clear as they are normally sent out at the end of the month with only the Invoices on that need to be paid by the set day of the month. It also gives a few weeks between the due date and before the next statement is sent to ensure all the payments are in.
Settlement Discount is where a discount is offered on condition that the invoice is paid by a certain date. For each customer who is allowed settlement discount, select Contacts, select the ‘Sale’ tab, and set the ‘Settlement Discount’ to the percentage of discount to offer (leave at zero for no settlement discount).
Surcharges will automatically generate an invoice for interest and / or admin charges when a customer’s account is a certain amount overdue.
The admin charge will use this part number (GEADCH1), you can create or edit that part number to adjust the price of the admin charge.
You can set these options in Accounts\Debtors
When you print or email the statement, EVOPOS will check to see if overdue and create a invoice with the charge.
One unique feature of Evopos is the ability for maintaining ‘Overdue’ points. The points normally relate to 1 point for 1.00 per day overdue, so 0 (Zero) is a perfect record (most customers like to keep a good rating when it is publicized a lot). If they do go overdue (which most people do at some time) they can reduce their points again by paying off some invoices early which would credit points.