Retail Balances¶

In Administration > Parameters > Credit Letters, we can hold four different sets of text for putting in letters to retail customers.
We want to send reminder letters to retail customers who do not pay their outstanding balances.
There are two new fields in the Orders table, ‘Letter Sent Status’ and ‘Last Letter Date’.
‘Letter Sent’ will be one of 5 possibilities – No Letter Sent, Statement Sent, Letter 1 Sent, Letter 2 Sent, Letter 3 Sent.

There is a new menu option in Financials called Retail Balances.

The screen grid shows order number, customer order number, contact name, total, balance, order status, despatch date, department, letter sent status, last letter date.
Only retail orders will be shown on this screen and the record display defaults to those with balance > 0.
There is a button to print out the appropriate letter according to the following rules:

Statement letter – can only be sent if balance is > 0, despatch date + 7 days < current date, Letter Sent Status = No Letter Sent.

Credit Letter 1 – can only be sent if balance > 0, last letter date + 7 days < current date, letter sent status = Statement Sent.
Credit Letter 2 – can only be sent if balance > 0, last letter date + 7 days < current date, letter sent status = Letter 1 Sent.
Credit Letter 3 – can only be sent if balance > 0, last letter date + 7 days < current date, letter sent status = Letter 2 Sent.

After each letter is sent, the last letter date is updated.

This screen is now filtering orders by Department according to the user logged on. This is only applicable if Administration > Parameters > Use Department Filter is switched on.