Debtor Management
Debto or Manaagemen nt using g Jim2
____ ________________________________ ______________________ _______________________________ _______________ Paym ment Termss – For effective debtor management m you should ensure e that your y paymennt terms are setup s correcttly in yourr Jim2 databaase, and thatt the customers have the correct paym ment terms selected s on ttheir cardfiless. Go to t Tools>Setups>Cardfile es>Payment terms to cheeck what has been setup. Add new te rms if necesssary (press F1 1 for onlin ne help).
Custtomer CardF Files – Go to CardFiles>C Create CardFiile List for yo our customers,
Checck the Cust T Terms on the e list to ensurre they are seet correctly. They T can be amended viaa the Custom mer Tab on th he Card dFile. Check tthe Contacts Tab to ensure that a con ntact phone number n is en ntered (againnst the prima ary contact if there is more thaan one conta act) so that itt prints on th he Aged Rece eivables Repo orts. You mayy want to sav ve time and mon ney by emailing invoices and a statements, so you sshould add an Email Acco ounts contactt type and em mail address for the accounts a con ntact person.. Deb btors Notes – Use debtorr notes to add commentss and set follo ow up dates for debt col lection. The follow f up dates show w in the Debttors list, and turn red when the date iis reached to o remind you u that you sho ould follow up u now.
TE: It is useful to pin yourr debtors list, so you onlyy have to run it each time you log into o Jim2 – click k on the Pin icon NOT at th he top right o of the list. Pre ess your ente er key to refrresh the list.
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To add a Debtorrs Note, edit the debtor re ecord, click o on the Notess tab at the bottom b and cclick Add. Select a note tyype, and a contact pe erson (they have to be setup on the co ontacts tab of o the cardfile), add a sub bject, enter th he informatio on into the body of the note and d set a follow w up date.
You can keep a rrecord of all conversation ns and corresspondence re elating to a specific s debt collection issue within one note e by selecting g the note an nd editing, so o you have th he entire histtory in one note. n You cann change the e Follow Up date d as re equired until the issue is resolved. You u should theen mark the note n as Comp pleted.
o set up yourr note types first – go to TTools>Setup ps>Other>No otes>Add eg g Accounts, and a save. You may need to
naging your Debtors – Itt is importan nt to keep yo our debtor records up to date d so the i nformation within w them is Man accu urate, before you start chasing people e for paymen nt. All payme ents received d should be eentered prom mptly and cre edits appllied to invoicces when app plicable.
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You can filter your debtors lisst to identify y accounts wiith unallocated credits, so o they can bee verified and d applied to invoices. From th he selection at a the top rig ght of the Deebtors List se elect Unalloca ated and runn.
The resulting listt will only con ntain debtor records with h unapplied credits c on the account.
n the Total co olumn indica ates that therre are unapp plied credits on o the accouunt. If there iss a credit balance Any green text in n you cannot apply the crredits until th here are invo oices to applyy to. then Befo ore starting to o chase peop ple for payment, you can filter your Debtors D List by b Due Date, nominate a due date and run.
ue for payme ent up to the date you haave set. You can c print the The resulting listt will include only invoices that are du eceivables Report to refle Deta ailed Aged Re ect the inform mation in the e list for the debt collectiion person to o work from.
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Card dfile Groupss – You may have h more th han one persson responsible for debt collection, annd each persson may be resp ponsible for a specific gro oup of custom mers. You can gn the debtorrs to n use Cardfile Groups (Non Report Leevel) to assig the person p respo onsible for th heir account. Each person n can then ru un their Debttors List and reports base ed on only th he customers they aare responsib ble for – the group Ros iss selected in the example below.
Groups go to o Tools>Grou ups>Cardfilee>Non Reporrt Level right click on ‘Roo G ot’ and add Group. To add Cardfile G
h ‘Root’ seleccted you can see all custo omer recordss. You can lefft click on the e relevant reccords to sele ect them, and d With hold ding the left m mouse butto on down you can drag theem into the relevant r grou up. For further f assisttance or information plea ase call Happ pen support on o 02 9570 4696 4 or emaiil support@h happen.biz
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