Accounts Receivable Settings for Customers

Overview

Want more control over Accounts Receivable in your shop?

Tekmetric users with the correct permissions can change certain Accounts Receivable settings for their shop's customers. Currently, these settings include:

• Controlling whether or not the customer can have their ROs sent to Accounts Receivable (basically, a "toggle" for A/R or not)
• A/R credit limits for customers (only for customers that are eligible for Accounts Receivable)
  • Note: Users can only set A/R Credit Limits on a per shop basis at this time. Setting A/R Credit Limits at the Multi-Shop level for linked customers across shops is currently unavailable.

These settings can be changed within each customer's profile, the create customer flow, and the merge customer flow.

Permission for Configuring A/R

There’s a new sub-permission under the main Customers permission for configuring A/R settings for customers. Only employees with this permission turned ON will be able to edit a customer’s A/R on/off setting and their credit limit. 

At the time of release, this permission was turned ON for Shop Owners and Shop Admins by default. 

In the future, any newly created Shop Owners and Admins will have this permission ON as part of their default permission sets.

Where can I change these settings? 

Users with the above permission will be able to set the “Eligible for A/R” value and Credit Limit for a customer in several places:

• Customer Profile: Shown below in read-only mode. 

• Add New Customer flow

• Merge Customers flow

What does it look like when the Eligible for A/R setting is ON for a customer?

You will not notice any difference compared to what you're already used to with Tekmetric. The customer can have their ROs sent to A/R by anyone in the shop with the right permission to do so. However, if the customer has a credit limit, you may notice some differences (more on that below in this article). 

What does it look like when the Eligible for A/R setting is OFF for a customer?

When the setting is off for a customer, that customer cannot have their ROs sent to A/R by anyone in the shop.

• The “Send to A/R” option on the Payment tab will be disabled.

• The “Post to A/R” option that’s available in the three-dot menu on Completed ROs on the Job Board will be disabled with a tool-tip message.

• When taking a partial payment on an RO, the “Pay & Send to A/R” button will be hidden and the “Take Payment” button is the primary button.

How do I set an A/R credit limit for a customer?

First, make sure that "Eligible for A/R" is turned on for the customer. Once you do this, you'll see the Credit Limit field appear. Next, enter a dollar amount for the customer's credit limit. 

Note: If the credit limit field is left blank, the customer will have unlimited credit.

What happens when a customer reaches their credit limit?

If the customer has already reached their limit:

When a customer reaches their credit limit, you'll see a red banner indicating so. You will not be able to send the repair order to A/R for the customer. 

• The "Send to A/R" option on the Payment tab will be disabled (pictured below)
• The “Post to A/R” option that’s available in the three-dot menu on Completed ROs on the Job Board will be disabled with a tool-tip message.
• When taking a partial payment on an RO, the “Pay & Send to A/R” button will be hidden and the “Take Payment” button is the primary button.

If the balance on the repair order would put the customer over their limit:

You will not be able to send the repair order to A/R in this case (all the same locations listed above will be disabled, just like if the customer is already over their limit).  

Can I override a customer's credit limit if necessary? 

Employees with the "Can configure A/R settings for customers" permission turned ON can override credit limits. 

These users will see the system warning that the customer has reached their limit, but the options to send the RO to A/R will still be available for them.

FAQS

What value were all my customers set to for the Eligible for A/R setting when it was initially released?

Upon release, the Eligible for A/R setting was automatically turned ON for all customers in all shops, so as to minimize disruption for shops and their daily operations.

What Credit Limit value were my customers given when the feature was released? 

Upon release, all existing customers that were eligible for A/R were set to have unlimited credit (meaning the Credit Limit field was left blank). This ensured no disruption to shop operations and processes. Credit limits can be adjusted individually or in bulk.

Can I change these settings in bulk for more than one customer at a time?

Yes, you can! See this article for details on how to do this.