Checking external credits

Checking external credits involves the retrieval of information on credits created by a partner. These external credits are imported and matched with existing orders using the freight bill number or order number. The external credits can be displayed as income on the orders in order reception or order check.

Advantages

You can check that an order has been credited, as you will see the credits matched against the freight bill numbers or order numbers.
You can see which credits do not match a freight bill number or order number. If a credit has not been automatically matched with an order number, you can manually enter the order number.
You can see the amount that has been credited. You can see which credits are partially paid, and which are fully paid.
You can see your expected income from the order in the External credit check window in the Expected amountcolumn and you can see the difference between Expected amount and Total amount in the Difference column. This allows you to compare and check that you have received a reasonable amount.
You can produce a list of orders you have carried out, but which have not been included in the credit. The external credits can be displayed as income on the orders in order reception or order check.

Conditions

In order to import and check external credits, you need an OpterLink or an EDI link with your partner:

OpterLink (also known as K2 Link). If your partner has Opter, you may already have a partnership. It can be seen in dispatch on the Opter Link panel on the right, click on Partnerships. If you do not yet have a partnership, you can request a new one. For instructions, see Creating an OpterLink connection with a partner.
Note:
An external credit check is not included in OpterLink’s default settings.. If you and a partner would like to add functionality beyond the default OpterLink settings, this can be ordered from the EDI department via . The EDI team will need a description of how you want it to work and approval from both parties. For information about the cost of EDI work, see your agreement with Opter.
EDI connection. If your partner does not have Opter, an EDI link can be set up between you, in order to carry out an external credit check. You can then import files with credits from your partner. The files must be in one of the formats XML, EDIFACT, CSV or JSON.
Note:
If your partner does not have Opter, your systems can be linked via an EDI connection. The department at our company dealing with the transfer of data to and from other systems is Opter EDI. The EDI team will need a description of how you want it to work and approval from both parties. Contact the EDI team at for more information about EDI connections. For information about the cost of EDI work, see your agreement with Opter.

Step 1 (optional): Show external credits as income on the orders in order reception or order check

In order for external credits to be displayed in order reception or order check, you need to configure the following settings:

Step 2: Check external credits

Step 3: Save imported external credits

You can choose to save the imported credits so that the saved credits will be displayed in the External credit check window when you search for external credits for the date or period in which they were saved. To save imported external credits, proceed as follows:

Select the credit checkbox in the Save column in the External credit check window.
Click on to save all changes.

Manually add rows to the list of external credits

To manually add rows to the list showing external credits on an order in order reception, proceed as follows:

In order reception in the External credit box, click on the empty row at the bottom of the list.
Enter the amount in the Amount column.
Once the amount has been entered in the column, the amounts for all the rows in the list are added together and the total is displayed in the Amount field above the list. There is, however, one exception. If an amount has been manually entered in the Amount field above the list, the manually entered amount will be displayed in the Amount field and also in order check in the External credit - amount column.
If the amount in the Amount field is in italics, the sum of the external credits is displayed on the order. If the amount is in plain text (i.e. not in italics), the amount has been entered manually. For more information, see External credit, order reception.
Opter suggests the current date in the Date column, but another date can be entered if desired.
A credit number can be entered in the Credit number column if desired. A credit number is not necessary, but it can be a way of keeping track of the money’s origin.
Click on to save all changes.

Deleting rows from the list of external credits

To delete rows from the list showing external credits on an order in order reception, proceed as follows:

In order reception in the External credit box, click on the far left of the row so that the row is selected, then press the Delete key.
The row is now deleted.
The amount in the Amount field (above the list) is automatically recalculated so that the Amount field shows the sum of all the rows in the list of external credits. There is, however, one exception. If an amount has been manually entered in the Amount field above the list, the manually entered amount will still be displayed in the Amount field and also in order check in the External credit - amount column.
If the amount in the Amount field is in italics, the sum of the external credits is displayed on the order. If the amount is in plain text (i.e. not in italics), the amount has been entered manually. For more information, see External credit, order reception.
Click on to save all changes.