By using this website, you agree to our Terms of Use (click here)
Hi there,
My client is in the wholesale/retail industry. There is a requirement where the front desk would like to be alerted if there is a still a credit balance(due to overpayment of previous invoices), before accepting a payment from their client. This would allow them to offset the credit balances prior to accepting the credit card payments. They would want to be alerted only on those with credit balances but not auto apply to the invoice. May i know what is the best process for this? Would we be able to setup the notification automation? Example: Print the customer balance report where the customer balance <0, before printing the invoice(match by customer ID).
Am not familiar with the extent of the automation program. Any suggestion will be greatly appreciated.
Hi Pamela,
Is the person at the front desk sitting in front of a computer and the client is standing there waiting to know how much they owe so they can give the person at the front desk a payment?
I guess I'm wondering when they need to be alerted. Is it when they are entering a new Invoice? Or is it when they are about to enter a Payment?
Hi Tim,
Thank you so much for your reply. Yes, sitting at the computer - client may be walk in or call from remote shops. It's their internal policy to accept the nett payment(contra whatever credits (probably due to goods return). Usually, they will enter the invoices and customer make the payment on the spot (to enjoy the cash payment discount). They would want to be alerted before making the payments.
I was fiddling with the automation notifications, and i would agree with you that it might not work in this case...thanks again for sharing your thoughts on this.
My gut instinct is that Automation Notifications aren't going to help us here, but I'll wait for your responses before giving some further thoughts on it.
Ya, I don't think Automation Notifications will work because they fire when you press save on something and their "intelligence" is mostly limited to the data in the record that you just saved.
There is something coming at some point in the future called BAM that will be notifications based on Generic Inquiries, but I think that would be overkill for your situation anyways. In case you're curious though, here is a tweet about it:
https://twitter.com/TimRodman/status/877973934959808512
Back to your situation, what about having the front desk person work off of the Customer Details screen?
All they have to do is enter the customer. They don't even have to know the Customer ID, just start typing the Customer Name and it will find it.
Then they can see the Current Balance (4,950 in my screenshot below) which includes any credit balances that you can see individually listed in the Currency Balance column.
Finally, once they tell the Client the balance due, they can go to ACTIONS -> Enter New Payment to enter the payment.
Thank you Tim for the speedy response. Looking forward to BAM for generic inquiries. Looks quite promising :). Meanwhile, I shall propose to them to do the manual way until it really gets out of hand for the front desk staff. Guess he just wants to ensure this process is adhered to, than relying on human beings to remember to do the checking each and every time.
One thing you could do in the meantime is create a Dashboard of "things that should never happen". And you could make that dashboard the homepage for the person who will care about keeping the data clean so it's the first thing they see when they login to Acumatica.
For the customers with negative balances, you could make a Scorecard KPI widget that displays green (everything is ok) or red (everything is not ok).
If everything is ok, it would look like this:
If everything is not ok, it would look like this and tell you how many customers have negative balances:
Then, since there is a Generic Inquiry behind the KPI, you just click on the 2 in the screenshot above and it will take you to the Generic Inquiry which shows you how many customers have negative balances:
