Last updated: 31.03.2023

Valid from: 2022.12.00 and later

Displaying a warning for unpaid invoices and credit limit exceeded

You can set that a warning is displayed in order reception when an order is registered for a customer who has exceeded their credit limit, or has unpaid invoices.

The warning is displayed when a new order is saved if one of the following applies:

  • The customer has at least one outstanding invoice (ordinary, manual or interest invoice) that has not been paid within a certain number of days after the due date.

  • The total value of orders not yet invoiced, and invoiced orders not yet due for payment, exceeds the credit limit set for the customer. The new order that is saved is not included in the credit limit check.

In addition to a warning dialogue box, information about the credit limit and invoices paid late is displayed in the Customer information box in order reception when an order is registered.

If the order is created on the customer web, the warning will be displayed when it is accepted in order reception. No warnings are displayed for orders registered via EDI.

You do not need to set a credit limit, but can use the feature just to check invoices paid late.

Step 1: Activate the warning

  1. Click on Settings > Offices > the Order Settings tab.

  2. Select Check payment/credit limit in order reception.

  3. Specify how late the payment has to be for the warning to be displayed, by entering a number of days in the In the case of late payment, number of days after the invoice’s due date before the warning is displayed field. If no number is entered, “30” is used.

  4. Click on to save all changes.

This setting also ensures that a warning is displayed when a late payment is registered in the Manual payments window.

Note:

Note:

  • If payments are registered in a system other than Opter, this feature should not be enabled. Since all invoices will then be unpaid in Opter, a warning will be displayed for all orders that are registered.

  • New credit information from orders, invoices and payment records is loaded every 5 minutes. This means, for example, that no warnings are displayed if you add more orders to a customer who has exceeded the credit limit but the order that caused the credit limit to be exceeded was saved less than 5 minutes earlier.

Tip

Tip

Test how the warnings are displayed by creating a new order for a customer you know is in arrears with payments. The indication is displayed immediately when the customer code is entered in order reception. Change the value in the In the case of late payment, number of days after the invoice’s due date before the warning is displayed field in the office settings, save and set up a new order.

Similarly, you can search for an unpaid invoice with an expired due date in the Manual payments window. Then change the value in the In the case of late payment, number of days after the invoice’s due date before the warning is displayed field, save and click on Search again in Manual payments to see when the warning is and is not displayed.

Step 2: Set credit limits for customers (optional)

Setting a credit limit for a customer means setting a maximum amount for the total value of current orders that have not yet been invoiced, and delivered orders that have been invoiced but not paid. In other words, a maximum amount of money that the customer may owe you for services performed and ordered.

Click on Register > Customers. Find the customer you want to set the credit limit for and go to the Details tab. Enter an amount in the customers currency in the Credit limit field.

Example

Courier Services has had warnings with the default setting of 30 days, i.e. payments 30 days’ late have been accepted without warning in order reception, but now wants to tighten up on this and changes the setting to “10” for In the case of late payment, number of days after the invoice’s due date before the warning is displayed.

In addition, they have a credit limit of SEK 100,000 on most of their customers, which they are reducing to SEK 75,000 at the same time.

When the setting was “30”, the icons in order reception had the following meaning:

  • : The sum of pending, not yet invoiced orders and unpaid invoices is less than SEK 80,000, and the customer has no unpaid invoices where the due date has been exceeded by more than 14 days.

  • : The sum of pending, not yet invoiced orders and unpaid invoices is SEK 80,000–100,000, or the customer has unpaid invoices where the due date has been exceeded by 15–30 days.

  • : The sum of pending, not yet invoiced orders and unpaid invoices is greater than SEK 100,000, or the customer has unpaid invoices where the due date has been exceeded by more than 30 days.

Now that the setting is “10” for In the case of late payment, number of days after the invoice’s due date before the warning is displayed and the credit limit is lower, the icons have the following meaning:

  • : The sum of pending, not yet invoiced orders and unpaid invoices is less than SEK 60,000, and the customer has no unpaid invoices where the due date has been exceeded by more than 5 days.

  • : The sum of pending, not yet invoiced orders and unpaid invoices is SEK 60,000–75,000, or the customer has unpaid invoices where the due date has been exceeded by 5–10 days.

  • : The sum of pending, not yet invoiced orders and unpaid invoices is greater than SEK 75,000, or the customer has unpaid invoices where the due date has been exceeded by more than 10 days.

See also