How do I recognize the credit limit check?

If the credit limit check is activated, the file entry mask contains an additional line with fields in the lower section.
Depending on your basic data settings, the following fields appear:

• Address description
• Address code, Name, Location
• Open invoice amount
• Altern. invoice recipient
• Completed
• Original amount.

This is a roll area. Select Add line to add a line to the credit limit check.

If you have entered an amount > 0 for invoice recipients in basic data COMPANY → CREDIT LIMIT ADMINISTRATION, the corresponding amount of lines for the address entry is automatically pre-assigned in the order entry mask. The user can decide which address (address qualifier) is to be checked.

The credit limit check can consider all order addresses (A1-A9), the customer, the invoice recipient address in the invoicing as well as the addresses on the Statistic tab Agent, Carrier and Broker.

Display fixed address qualifiers

If fixed address qualifiers are set in the basic data, these are directly entered into the address line.

• Address qualifiers set in the credit limit administration cannot be changed in the order entry mask.
• Double entry of address qualifiers, except [F-INV], is not possible.

Example:

In this example, the corresponding setting in basic data CREDIT LIMIT ADMINISTRATION determines that there must be at least 2 invoice recipients.
The address qualifier A-AUF (customer checkmark) is deposited as well. It has also been determined that the invoice amount must be entered for the invoice recipient. The latter must be entered manually.
A booking amount of EUR 0.00 EUR is thus not permitted!

Using the qualifier A-AUF

When using the qualifier A-AUF, the system determines the correct address based on the basic data preallocation (COMPANY→ GENERAL COMPANY PARAMETER → Order data tab) and replaces the qualifier.
The customer checkmark can be changed in the credit limit check.

If the credit limit address entered in the file entry dialogue is changed in the order, this is only possible via the credit limit window, which can be opened in the local menu of the header data.

Entry of the open booking amount

If the open items exceed the credit limit, the user is informed accordingly. Depending on authorizations, the user can decide whether or not to accept the address into the order.

Operations during the credit limit check

Credit limit [empty] or 0,00

An address is only checked if a credit limit amount has been entered in the address. There is NO check if the Credit limit field in the address is empty! 

It is also possible to set the credit limit to value to 0.00. If so, the following applies:

• Credit limit = [0.00] and open items = [empty]                 → limit is exceeded
• Credit limit = [0.00] and open items = [0.00]                     → limit is exceeded
• Credit limit = [0.00] and open items = [negative amount] → release due to negative amount = credit

• When using credit limit variant D, the invoice amount for file entry is no longer called up for addresses to be checked without a defined credit limit (credit limit = EMPTY), even if the invoice amount is mandatory according to the credit limit administration.

Using and completing the invoice amount

When using the invoice amount, the system deducts the invoiced amounts from the open invoice amount (which is deposited for this file and invoice recipient) after the entry of an outgoing invoice (=transfer of invoice amounts to the batch invoicing) until this amount is exhausted, i.e. completed (field Different open items-amount in %).

If a file is closed, the system automatically completes open invoice amounts.

The invoice amount remains completed when reopening a closed file!

Manually complete the invoice amount

Example:

• An invoice amount of EUR 750.00 was determined upon order entry.
• The invoice was created for only EUR 700.00.
• If you do not create another invoice, the remaining invoice amount of EUR 50.00 must be completed. This amount would otherwise be added to the open items of other orders and would be checked accordingly.

To do so, open the credit limit check via the context menu item Credit limit in the address in the order. In the new mask, select the local menu item Complete est. invoice amount and manually activate the checkbox COMPLETED.

Invoicing with exceeded credit limit

Upon order entry, you can release an address for an order if the credit limit is exceeded.

When creating the outgoing invoicing, the system checks the address anew when the voucher is saved (provided that this function has been activated in the credit limit administration).

If the credit limit is exceeded, you can maximally invoice the open invoice amount when using invoice amounts. If you have the corresponding authorization, you can then accept the address and invoice the invoice amount.

Example:             

Open invoice amount =  EUR 280.00

One of the following information messages appears in case of exceedance:

Invoicing an address other than the entered invoice recipient

• It is possible to invoice addresses other than the invoice recipient. This requires that this function is activated in the credit limit administration in the basic data.
• If it is not allowed to invoice other invoice recipients, the system points this out with the following information message when you change the invoice recipient in the voucher header and when you save the voucher:
  

Additional information about the credit limit check

Performance in the EDI order transfer

If an order is created through the EDI order transfer, the credit limit mask opens separately and requires the entry of the addresses to be checked and possibly of an invoice amount. A file number is not generated in this case. The check is carried out based on the settings in the credit limit administration.

If an address qualifier that is to be checked has been recorded, the system determines the corresponding address from the EDI transfer and pre-assigns it in the credit limit mask (if possible).

If the credit limit check is exceeded, the address can only be accepted into the order with the corresponding authorization.

Performance when copying files

The credit limit is also checked when you copy files.

The check is not carried out in the entry mask but is opened separately upon order entry. The system always generates a file number. Addresses with an exceeded credit limit cannot be accepted into the order without release. The check is carried out based on the settings in the credit limit administration.

If you have deposited address qualifiers to be checked in the basic data, the system determines the addresses corresponding to the qualifiers from the original order and pre-assigns them in the credit limit mask.

If the basic data only contain the number of invoice recipients (the addresses to be checked), the system displays all checked addresses of the original order in the credit limit mask.

Performance when splitting files

• If you work with the account sheet in split files, the system checks the credit limit based on the basic data settings in every split file. As when copying files, the credit limit mask with amounts from the main file opens after the generation of the split file.

   If an address qualifier has already been entered in the basic data, the system determines the corresponding address from the main file and pre-assigns it in the credit limit mask.

   If the credit limit is exceeded, you can only accept the address into the order if you possess the corresponding authorization.

• If split files are created without the account sheet, only the main file will be subjected to the credit limit check.

Convert files

If you convert a file, the original file is replaced.

Cancel files

If you cancel files, the addresses are relieved of this amount - provided that invoice amounts have been entered.

The credit limit mask opens in the newly generated file and requires the entry of addresses that are to be checked and possibly an invoice amount. The system checks based on basic data settings.

If the credit limit has been reached, you can only accept the address into the order if you possess the corresponding authorization.

Cost splitting – Invoice amounts from House files

If the invoice amount is distributed among house files via ProfitShare of cost splitting in the outgoing invoicing, the invoice amounts from the house files are added up in order to determine the allowed invoice amount. 

The system does not consult the invoice amount from the consol file but the invoice amounts from the house files. Accordingly, the invoice amounts in the house files are completed.

Airfreight Export – Reservations

In Airfreight Export, you can create reservations that are later converted into files. The credit limit check is NOT carried out upon entry of a reservation. The credit limit mask opens after you have converted a reservation and after a file number has been generated. Addresses with a credit limit that has been exceeded cannot be accepted into the order without a release. The credit limit check is carried out based on the settings in the credit limit administration.

Evaluation of open invoice amounts

Menu ENVIRONMENT → CONTROLLING → OPEN EST. INVOICE AMOUNTS

Here you can search for completed and not completed invoice amounts. The result is displayed in a report.

Tables and reports

Tables

Reports