Knowledge Center

Follow up on receivables

Follow up the receivables ledger is one of the most important finance processes. To get an overview of the customers' open posts and the customer cash flow help you to see if there is a need for resending invoices, sending a statement of account, sending dunning letters, or calculate interests. The information will help you decide if the customer should be allowed to place new orders before old orders are paid. It can be advisable to set a credit limit for a customer to decrease the risk of loss if the customer does not pay.

Inspect the customer ledger

To follow up the customer ledger you have to acquire information about the customer balances. You may inspect the customer ledger by using the Customer Balance (CUSBAL) application.

  1. To open the Customer Balance (CUSBAL) application, find Finance in the RamBase menu and then Receivables. Click Customer balances to enter the CUSBAL application.

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  2. In the Parameters section, use the drop-down menus for filtering the information to be displayed in the list below, or use the radiobuttons on the bottom of the page.

  3. Fields in the Parameters section:

    • ACCOUNT - Group the accounts by account number and name.

    • ACCOUNT, CUR - Group the accounts by account number and name and currency. If the company for instance has liabilities to a supplier in EUR, the account would be presented with one record showing the liabilities in EUR and one for the liabilities in NOK.

    • CUR - Group the account's documents by currency. If the company has large claims in USD and the currency rates for USD is falling, this signals for a loss on exchange which will have a positive impact on the short-term liabilities.

    • ICTDB - Group the accounts by internal trades. From a corporate point of view, internal trade balances are not a part of the short-term liabilities.

    • DOC - Group the accounts by document type. Sales invoices (CIN), sales credit notes (CCN) and payments in advance (PAY).

    • ST - Group the accounts by document status. Status code 4> indicates registered documents (usually sales invoices CIN), status code 5> indicates documents selected for payment, status code 7> indicates document prepared for payment and status code 8> indicates payed documents.

    • OURNO - Lists the claims with reference to single documents (i.e. CIN/101265).

    • INVCC - Groups the accounts by countries for where the customers are registered.

    • DUEDATE - Groups the accounts by the document due dates.

    • DATE - Groups the accounts by the document issuing dates.

    • PERIOD - Groups the accounts by period.

Inspect the customer cash flow

You may inspect the customer cash flow by using the Customer Due Amount (CUSDUE) application. The application presents the account receivables from a financial point of view. Here it is not the state of customer accounts that matters, but the account receivables' impact on the company's liquidity.

  1. To open the Customer Due Amounts (CUSDUE) application, find Finance in the RamBase menu and then Cash management. Click Customer due amounts to enter the CUSDUE application.

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  2. Click on the blue numbers to inspect the underlying data and the relevant customers.

The application presents the due amounts chronologically. The empty line in the middle represents today. Above the empty line are the overdue amounts, below are the due amounts. The records close to the empty line have the heaviest impact on the company's liquidity. These are the amounts soon to be payed by the customer.

The due and overdue amounts can be presented in three different currencies (and a composite account for other currencies). The "today" line can be altered by entering another date in the Date field in the header, and the DueDate Step can be set to a fixed number of days, different from the default 7.

Block invoice for customer

There are several documents connected to a specific Customer (CUS) that can be blocked for further handling. These blockings are set in the Main Data folder in the CUS application.

One of the options is to block a Sales Invoice (CIN). There can be several reasons for blocking an invoice, for example when the CUS is new and is under credit rating.

It is possible to use a company setting where all new CUSs by default will be blocked for invoicing.

Block an invoice
  1. To open the Customer (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Highlight the specific CUS and press ENTER.

  3. In the Main Data folder there is a field called InvoiceBlocking. Click on the dropdown menu.

  4. Select the option Yes.

The invoice is now blocked for further handling.

Unblock an invoice
  1. To open the Customer (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Highlight the specific CUS and press ENTER.

  3. In the Main Data folder there is a field called InvoiceBlocking. Click on the dropdown menu.

  4. Select the option No.

The invoice is now ready for further handling.

Send statement of account to customer
Send statement of account to customer from the Customer application
  1. To open the Customer (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Highlight the line representing the specific customer.

  3. Open one of the Finance folders.

  4. Press F12 to open the action menu and choose the option Send Statement of Account.

  5. In the Customer Account Report popup, select from the drop down menu which report to be sent.

  6. In the Date field, select the date you want the customer account balances by.

  7. Verify that selected customer is correct.

  8. Select the currency.

  9. Click the Next>> button.

  10. In the Print/Send document popup, click on the PDF icon to preview the document.

  11. To change printer, click the pencil icon on the PRINT line.

  12. To customize the e-mail, or change the recipient email address, click the pencil icon the EMAIL line. Click the Add button.

  13. Highlight the line representing the format you prefer (Print/Email).

  14. Press ENTER.

  15. The documents to be sent will be listed.

  16. Click the Send button.

Send statement of account to customer from the Customer Balance application
  1. To open the Customer Balance (CUSBAL) application, find Finance in the RamBase menu and then Receivables. Click Customer balances to enter the CUSBAL application.

  2. Use the customer filter or the radio buttons to filter open posts.

  3. Highlight the relevant item line.

  4. Press F12 and choose the option Send Statement of Account.

  5. For further handling, follow step 10-16 described above.

Resend sales invoice to customer
  1. To open the Customer Balance (CUSBAL) application, find Finance in the RamBase menu and then Receivable. Click Customer balances to enter the CUSBAL application.

  2. Highlight the line representing the specific customer in CUSBAL and press ENTER.

  3. Click on the link to the relevant invoice.

  4. Press F12 to open the action menu and choose the option Print Copy / Resend.

  5. In the Print/Send Document popup, select how to send it to the customer.

  6. To preview the document, click on the PDF icon.

Split sales invoices into several payments
  1. To open the Customer Balance (CUSBAL) application, find Finance in the RamBase menu and then Receivables. Click Customer balances to enter the CUSBAL application.

  2. Highlight the line representing the specific customer in CUSBAL and press ENTER.

  3. Highlight the line representing the invoice in question.

  4. Press F12 to open the action menu and choose the option Split Sales Invoice.

  5. Enter the new amounts and their connected due dates.

  6. Click the OK button.

Mark an invoice/credit note when it is sent for debt collection

It is possible to mark Sales invoices (CIN) and Sales credit notes (CCN) when they are sent for debt collection. The CIN and CCN is marked in the same way as explained here:

  1. To open the Sales invoice (CIN) application, find Finance in the RamBase menu and then Receivables. Click Sales invoices to enter the CIN application.

  2. Highlight the CIN that is sent for debt collection and press ENTER.

  3. Click the Inspect Document Account Info (DAI) icon in the top right corner.

  4. Press F12 to open the action menu and select the Is sent for debt collection option to mark the invoice.

    It is also possible to select the Undo is sent for debt collection option here, if the invoice is in status 6.

When an invoice is in status 6, payments will not be automatically registered against that invoice, but stops before registration with a message. The user becomes aware of this and can handle the rest of the process manually, both in RamBase and towards the debt collection company. To register a payment against the invoice, the invoice must first be returned to status 4.

Create reminder

It is possible to create and send reminder to one customer separately or all customers at the same time.

Create a new reminder
  1. To open the Reminder (RMR) application, find Finance in the RamBase menu and then Receivables. Click Dunning batches to enter the RMR application.

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  2. Click the Create New icon on the bottom left side of the reminder menu. Much information is already entered due to default program settings, but can be edited for each reminder.

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  3. Select reminder number in the Rmr No field. The Rmr No field defines if you want to register only 1. reminders, only 2. reminders (or 3. for that matters) or all.

  4. Optionally edit the fields Day Limit, DueDate, Due Days, Reminderfee, Group By and Amount Limits.

  5. It is possible to create reminders for one specific customer. Filter the customer by clicking the yellow arrow icon next to the Account Name field.

  6. Click the OK button. The reminder will now appear in the list of Reminders (RMR) ready for further handling (St:0).

  7. Mark the actual reminder and press ENTER.

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  8. Inspect the content. If some of the generated reminders are not to be sent, discard them by clicking the icon on the related item line(s).

  9. Press ESC.

  10. On the document level, press F12 to open the action menu and choose the option Send This Reminder.

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  11. Select the preferred mode. This selection will be saved on the Customer (CUS) details so it is updated for the next reminder job.

  12. Click the Send button.

The reminder will still appear in the list of RMR, but is now either printed or e-mailed to the customer (St:4).

Create interests

To open the Interest (INT) application, find Finance in the RamBase menu and then Receivables. Click Interest invoices to enter the INT application.

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Create a new interest
  1. Click the Create New icon on the bottom left side.

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  2. Define the criteria for creating interests by enter data to the following fields:

    • Article ID - If this field is empty click on the magnifier icon and select the article Interests.

    • Interest Pct - This is setup as a default for your company, but may also be set on the customer under customer details (CUS).

    • After days - Number of days after due date. For payments received later than this there will be created interest invoices.

    • Interest amount limit, NOK - Determines the minimum interest amount to be invoiced from one invoice (CIN).

    • Customer amount limit, NOK - Determines the minimum interest amount to be invoiced from one customer account.

  3. Click the OK button. The interest will now appear in the menu ready for further handling (St:0).

  4. Highlight the actual interest job and press ENTER.

  5. Verify the content, and discard incorrect interests manually (St:D).

    • The calculated interests that have not reached the customer amount limit will automatically be removed (St:D). These will thereafter be included in the next interest calculation if the customer limit then is reached.

    • In cases where the values in the Interest amount limint field or the After days field are not reached, the interests will automatically be closed (St:9). These interests will not be calculated anymore.

  6. When all interests calculated (St:0) are correct, press F12 to open the action menu and choose the option Make Interest Invoices to all Customers.

  7. Define the pay term and possibly add a fee in the new popup.

  8. Click the OK button. Customer interest invoices (INT) will now be generated by the system.

  9. Press F12 and choose the option Register and Send all Interest Invoices. The interest invoices are then registered (St:4) and sent to the customer, either printed or by e-mail.

Permanently remove calculated interests
  1. Highlight the specific manually discarded interest invoice (St:D).

  2. Press F12 and choose the option No Interests for Customer (St:9). These interests will not be calculated anymore.

Turn off interest calculation for specific customers

Interest calculation may be turned off for a specific customer in the Finance data folder under customer details (CUS). The interest percent (INTPCT) should be set to 0.

Interests on partially paid invoices

If there are overdue invoices which are partially paid, the interests will still be calculated based on the original amount.

I If you want to create interests only for the residual amount, make sure to enter the same due date for the residual amount as for the original invoice while registering the partial payment.