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Jim2® Business Engine Help File

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Debtors Auto Credit Hold

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Auto Credit Hold is a great feature in Jim2 that will automatically put debtors (your customers) on credit hold if they have invoices that are overdue by a certain number of days, and/or they exceed their credit limit.

 

In other words, Auto Credit Hold will automatically put debtors on credit hold if:

they have invoices that are overdue by a certain number of days.

they exceed their credit limit.

all invoices or jobs for that one customer add up to more than their credit limit.

the customer is under their limit, but they are late paying an invoice, with no other invoice or jobs in the system.

 

If set up to do so, Jim2 will automatically place a hold on their account for any of the above reasons.

 

This section outlines how to set up and use this feature. You can select a card file level of auto hold, or manual on/off hold.

 

Setting up Auto Credit Hold

To use Auto Credit Hold, it must first be enabled in Options.

 

On the ribbon, go to Tools > Options > Accounts.

 

Options - Accounts

 

Tick Enable automatic daily credit hold check, and in the When outside terms by (days) field, enter your grace period. The default is zero.

 

enable auto credit hold

 

Info

When changing these options, and at the start of each day Jim2 will automatically check each debtor and place them on auto credit hold.

 

Adjusting a Customer’s Credit Hold Status

By default, all customers are set to Auto Off credit hold. After setting the credit hold options as above, credit hold checking is then enabled.

 

To change a customer's credit hold setting, edit their card file and set their credit hold status on the Customer tab (bottom left of the form) as follows:

 

auto credit hold choices

 

Credit Hold

Description

Off (Auto)

The customer is currently not on credit hold. This is the default setting. If overdue they will be automatically put on credit hold On (Auto).

On (Auto)

The customer has been placed on automatic credit hold. They will return to Auto (Off) when payment is made.

Off (Manual)

The customer is off credit hold but is not affected by auto credit hold checking.

On (Manual)

The customer is on credit hold but is not affected by auto credit hold checking.

 

On Auto Credit Hold kicks in when:

 

Due date on an invoice plus Options grace period is greater than today

 

auto credit hold

 

or

 

Credit limit is exceeded and customer is not on manual on/off.

 

Manual Credit Hold settings exclude customers from automatic credit hold checks. For example, you may wish to place a customer on On (Manual) if you are currently in dispute with them, or if they are in receivership etc.

 

Info

On (Manual) means that this customer is locked, meaning you will receive a warning if you try to enter a job.

 

credit hold warning

 

You can still proceed by clicking Yes.

 

You may place a good customer, or a customer who always pays but simply not within your terms, on Off (Manual) credit hold status.

 

What Happens When I Receive Payments?

When a payment is received and applied to invoices, Jim2 will automatically check the debtor and update their auto credit status as required.

 

Debtors List – How do I Know Who is on Auto Hold?

By running a Debtors List, you can check which debtors are on credit hold. The Debtors List allows filtering by Credit Hold.

 

From the Debtors List, select which type of credit hold, then click Run.

 

debtors list credit hold

 

Credit Hold Filter

Description

Off (Auto)

Debtors who are off auto credit hold

On (Auto)

Debtors who are on auto credit hold

Off (Manual)

Debtors who are off manual credit hold

On (Manual)

Debtors who are on manual credit hold

ALL ON

Debtors who are on either auto or manual credit hold

ALL OFF

Debtors who are off either auto or manual credit hold

ALL

All debtors regardless of their credit hold status (the default)

 

Further information: