Credit Management Software

Acctivate inventory software with credit management user, PG Professional Golf

“Now with Acctivate we can just put an order on hold in the system and the sales rep can see it right away.”

Penny Huang

Controller

Acctivate software with credit management & collections

Acctivate’s comprehensive credit management system places pro-active tools in the hands of credit managers allowing them to:

• Prevent: New sales quotes and orders are automatically checked against pre-defined credit terms and limits.
• Identify: Credit alerts provide early identification of credit issues and enable proactive management of developing situations.
• Investigate: Easy access to current & historical customer information including credit limits, order activity, payment history, current balance & overdue status provides the research required for situation assessment.
• Decide: Informed decision-making in situation-specific circumstances empowering managers to decide on the best path for handling critical customer relationships.
• Record: Record promises to pay and follow-up to confirm promise has been honored.
• Collect: Upon contacting the company, record any payments received or new contact information identified.
• Dispute Recognition: Disputed charges may be flagged and added to a special alert list for follow-up. Disputed charges are excluded from credit control.

Acctivate inventory software with credit management user, MCT Industries

“It allows our sales people to get a quick picture of each customer as to where they stand as far as credit — what their balances are. It’s helped tremendously on the collection side of it.”

Robert Archuleta

Controller

Credit management software for receivables management

Visibility and control are at the heart of Acctivate’s credit management system.

Users that have been assigned credit management permission can easily access all credit information required to automate and efficiently manage receivables activities.

Customer credit information management
In addition to the standard customer contact and account history information, Acctivate allows for customer credit management to be maintained including:

• Terms: Defines the standard payment terms for the customer. The terms may be overridden (with authorization) during order entry.
• Credit limit: Over limit accounts require authorized approval before an order can be processed.
• Credit rating & source: Ability to store standard credit information & the source of the credit information and rating (credit bureau).
• Company financial information: Various fields are available for storing information relating to the customer’s annual sales, ownership style, DUNS number, etc.
• Access to customer credit information is permission-based and allows for users to be restricted to no access, view-only access or may provide a user with full access and maintenance ability.

Setting limits
Credit terms and automation of the decision process is established on a customer-specific basis. Situations which can be implemented (any or all) to automatically deny credit include:

• Overdue invoices which exceed a pre-defined, system-wide grace period.
• Over credit limit.
• No preset credit limit for customer with proven credit worthiness with unrestricted credit.
• Manual credit hold for customers that require credit evaluation for each order placed.

Automated credit management
When a new sales quote or sales order is entered, Acctivate automatically reviews the customer’s credit status.

• Credit OK: If the customer’s credit is approved, the words Credit OK will appear in green to the right of the bill to address.
• Credit Hold: If a credit hold condition or other hold condition exists, the condition will be displayed in red on the screen. To override a hold, the user clicks on the red condition status button and a user with override authority must enter a password.

Acctivate inventory software with credit management user, Arabel

“Acctivate has improved our accounts receivable.

We use the Acctivate Aging report for credit and collections. It’s an excellent, easy to understand report.

We also set credit limits in Acctivate and if a customer is past due, we know what we need to do.”

Frank Santiesteban

IT Manager

Credit management software with credit alerts

Acctivate’s credit alerts provide one screen visibility and access to customers in credit held status and overdue invoices.

Overdue invoices
The Overdue Invoices status is displayed if the status option has been established for a customer and the customer has unpaid invoices older than the indicated grace period.

Overdue Invoices may be viewed as a summary list containing all invoices that are overdue for the current day with drill down capability to individual invoice details.

Credit held orders
Customer orders may be automatically placed in a held condition if the customer’s credit condition falls below standard credit policy before the order is shipped.

Once an order is held, it may not be processed until the credit condition improves (i.e., overdue invoice is paid) or until the credit hold is overridden by someone with authority to do so.

Credit hold overrides are tracked automatically for audit and credit review purposes. This single order override feature provides considerable latitude to negotiate payment arrangements in exchange for limited product shipment.

Credit held orders may be viewed as a summary list containing status, customer name, balance due, terms, credit limit and salesperson and each order has drill down capability to view the customer credit information and any associated notes.

Acctivate inventory software with credit management user, TMi-ASG

“By setting up a Business Activity in Acctivate and creating a report document, we can generate credit application forms in email-able formats.

There will be an activity associated with it that’s linked directly to the customer – so when it’s complete, we can send a credit acceptance letter. We can then go into Acctivate and set their credit limit and other details about the account – all related back to that original activity.”

Ron Oliver

Vice President

Credit management software that enables customer research by the collections team

Invoice and payment history is available with one screen viewing of summary & detailed information including:

• Current account balance and aging balances
• Unapplied credits and payments
• Summarized invoice information with drill down access to individual invoice details

Collections

Acctivate helps prioritize and manage the collections process.

• Prioritize: Sort and prioritize accounts based on criteria such as balance due, promised to pay, by invoice aging or by other prioritization criteria.
• Research: View account history and review customer information and all contacts, emails & notes regarding the collection attempts history.
• Act: Armed with account knowledge, take action and contact the customer to discuss the account status and obtaining payment.
• Update: Enter new contact information obtained such as updated emails, phone numbers or address information. Record notes from the call and any promise to pay commitments and dates.

Acctivate inventory software with credit management user, Rainbow Book Company

“We use the credit tab in Acctivate to note every call, email, and letter that we send out in attempt to collect, which allows the rest of the people in the company to know exactly where to go to find that information.”

Michael Sherman

Co-owner

Inventory and credit management software with history, reporting & trend analysis

• A complete historical record of customer communication, orders, invoice payments, products purchased, credit history and other associated credit & collections information relating to the account is maintained in Acctivate.
• Create unlimited reports with Crystal Reports® for customer service trend analysis, service level performance measurements and additional customer service and support analytics.
• Conduct trend analysis utilizing Acctivate’s historical date repository for uncovering opportunities to improve working capital and enhance productivity with limited resources.