Accounts Management
Complete accounts system for managing supplier and customer accounts with credit limits and invoicing.
Accounts Features
Manage all your financial relationships efficiently.
Supplier Accounts
Create and manage supplier accounts with account codes, contact details, payment terms, and purchase history. Track supplier relationships.
Customer Accounts
Set up customer accounts for trade customers with account codes, credit limits, payment terms, and sales history. Manage account relationships.
Credit Limits
Set and manage credit limits for accounts. Automatic credit limit checking when creating invoices. Prevent over-limit sales.
Stop Status
Stop accounts from making purchases when credit limits are exceeded or payment issues occur. Prevent further transactions.
Account Invoicing
Generate invoices for account customers. Track outstanding balances and payment history. Manage account receivables.
Payment Tracking
Record payments against account invoices. Track payment status and outstanding balances. Generate payment reports.
Discounts
Set account-specific discounts and pricing. Apply discounts automatically to account invoices. Manage pricing agreements.
Account History
Complete transaction history for each account. View all invoices, payments, and transactions. Track account activity.
Account Management Benefits
Why proper account management is essential.
Risk Management
Credit limits and stop status prevent bad debt. Monitor account health and payment patterns.
Cash Flow
Track outstanding balances and payment history. Improve cash flow with better account management.
Customer Relationships
Maintain strong relationships with account customers through proper credit management and service.
How Accounts Management Works
A complete system for managing supplier and customer accounts.
1. Account Creation & Setup
Supplier and customer accounts are created with unique account codes, contact details, payment terms, and credit limits. Supplier accounts are used for purchasing and managing supplier relationships, while customer accounts are used for trade sales and account invoicing. Each account can have multiple contacts, delivery addresses, and payment methods configured.
2. Credit Limit Management
Credit limits are set for each account based on creditworthiness, payment history, and business relationship. The system automatically checks credit limits when creating invoices or purchase orders, preventing transactions that would exceed limits. Credit limits can be adjusted as relationships develop, and the system tracks all limit changes with authorisation.
3. Account Status Control
Accounts can be set to "Stop" status when credit limits are exceeded, payment issues occur, or business relationships change. When an account is stopped, no further transactions can be created until the account is reactivated. The system prevents invoice creation, purchase order creation, and other transactions for stopped accounts, protecting against bad debt.
4. Account Invoicing
Invoices for account customers are generated from job cards, WIP transactions, or direct invoice creation. The system validates credit limits before allowing invoice creation and automatically applies account-specific pricing and discounts. Invoices are sent to account customers for later payment, with payment terms determining due dates. Complete invoice history is maintained for each account.
5. Payment Recording & Allocation
Payments are recorded against account invoices with support for partial payments, full payments, and payment plans. The system automatically allocates payments to invoices based on payment terms or manual allocation. Outstanding balances are tracked in real-time, and the system generates payment reminders for overdue invoices. Payment history is maintained for credit assessment and relationship management.
6. Account Discounts & Pricing
Account-specific discounts and pricing can be configured for trade customers, ensuring competitive pricing while maintaining margins. Discounts can be applied at line item level or transaction level, and the system automatically applies appropriate pricing when creating invoices. Pricing agreements are tracked and can be updated as relationships evolve.
7. Account History & Reporting
Complete transaction history is maintained for each account including all invoices, payments, purchase orders, and other transactions. Account reports show outstanding balances, payment history, transaction volumes, and account health metrics. The system generates aging reports showing overdue invoices by age bracket, helping prioritise collection efforts.
8. Supplier Account Management
Supplier accounts track purchase history, payment terms, and supplier performance. The system links supplier invoices to purchase orders and GRNs, maintaining complete purchase history. Supplier payment tracking ensures timely payment and maintains good supplier relationships. Supplier reports show purchase volumes, payment performance, and supplier value analysis.
Account Management Benefits
Why proper account management is essential for business success.
Risk Mitigation
Credit limits and stop status prevent bad debt. Monitor account health and payment patterns to identify risks early.
Cash Flow Management
Track outstanding balances and payment history. Improve cash flow with better account management and collection processes.
Relationship Management
Maintain strong relationships with account customers through proper credit management, timely service, and transparent communication.
Automated Reminders
Automatic payment reminders for overdue invoices. Improve collection rates with timely, professional communication.