Diary Actions (Credit Management)

This form is opened from the Action button on the Sales Ledger - Credit Management Centre form.

Diary actions can be assigned for the required date and time to any users in Opera 3. Promised values and dates can also be added from the Accounts and Transactions tabs for the situation where customers commit to paying some or all of an outstanding invoice. When tasks are completed they can be updated with a predefined outcome code.

The current week is selected automatically on the calendar when the Diary tab is opened. To select different days, simply click and drag the mouse pointer from and to the required dates.

Diary actions can be recorded either without reference to an outstanding invoice or for a specific invoice that you want to chase payment for. These actions are recorded from the Accounts or Transactions tabs respectively. Depending on the tab you are using, some of the information will be updated for you automatically. For example, the details from a selected transaction are added to an action from the Transaction tab. Diary actions can also be recorded from the Diary tab. These are general actions that are not linked to either a customer or outstanding invoice.

Actions are displayed on each tab on the Credit Management Centre form. If the Accounts tab is selected, all actions for the selected customer are displayed. If the Transactions tab is selected, the actions for that transaction only are displayed.

Actions can also be viewed on the Diary Actions report. Promised Payments are displayed on the Promised Payments report. Both reports are available on the Action menu in the Credit Management Centre.

Box	Description
Customer	The code for the customer selected on the Accounts tab or for the outstanding invoice selected on the Transactions tab.
Document	The invoice number for the selected transaction.
Action	The type of action. These can be used to group actions on the Diary Actions report, which is available from the Action menu in the Credit Management Centre. Action Types are codes used to describe Diary Actions that have been recorded in Credit Management Centre. A number of different Action Types are created automatically by the system so that you do not need to. They cannot be removed. These are: AUT - Auto generated code EMR - Email (Received) EMS - Email (Sent) FXI - Fax (In) FXO - Fax (Out) PCI - Phone Call (In) PCO - Phone Call (Out) VIS - Customer Visit. New action types can be added if necessary. The codes are maintained on the Sales Ledger - Maintenance - Credit Management Action Types form.
Assignee	Who the task is for.
Contact	You can record your contact for the action from a list. The contacts shown for the customer are maintained on the Sales Ledger - Processing - Contacts form.
E-Mail	This can be used either to record the assignee's email address or your contact's email address.
Action Date/Time	When the task should be done. If the task is alarmed a message will be displayed on the user's desktop. Times must be entered in 24-hour clock format. For example, 3pm must be entered as 15:00.
Outcome	After a task has been done, you can mark it with a code that describes its outcome. For example, that a customer has been put on stop or that they have been sent a statement. These can be used to group actions on the Diary Actions report, which is available from the Action menu in the Credit Management Centre. These Outcome Types are created automatically by the system and cannot be removed: CMG - Credit Management Group changed CRD - Credit Limit changed CST - Statement sent to customer DOF - Transaction off dispute DON - Transaction on dispute EMS - Email sent to customer SOF - Customer off stop SON - Customer on stop TPA - Promised payment amount agreed TPC - Promised payment amount changed TPD - Promised date changed. New Outcome Types can be added if necessary. The codes are maintained on the Sales Ledger - Maintenance - Credit Management Outcome Types form.
Promised Value & Date	If a customer makes a commitment to pay some or all of the outstanding debt you can record the value and the date when it has been promised to be paid here. This information is used on the Promised Payments report, which is available from the Action menu in the Credit Management Centre. If an invoice with a promised payment is subsequently fully paid (allocated to a receipt), the diary action will be marked as completed and the Follow Up date and Alarm boxes will be cleared. Note - Foreign Currencies: If a promised payment is from an overseas customer, the value must be entered in the customer's currency. The currency code is displayed next to the Promised box. The currency value will be displayed as a home currency value on the Credit Management Centre and in reports.
Follow Up	An optional follow up date for the action. If the Alarm option is selected, a message will be displayed on the Windows desktop for the assignee on that date. The time of the notification will be the same as the start time entered above.
Alarm	Alarmed actions use the Opera 3 Notification Services Messaging feature to display timely messages on the Windows desktop. For more information, see the Introducing Scheduling Help topic.
Complete	Select to mark the action as done. Completed actions are not displayed in the Credit Management Centre unless the (Un)Show Completed Actions item on the Diary Action menu is selected.

Box

Description

Customer

The code for the customer selected on the Accounts tab or for the outstanding invoice selected on the Transactions tab.

Document

The invoice number for the selected transaction.

Action

The type of action. These can be used to group actions on the Diary Actions report, which is available from the Action menu in the Credit Management Centre.

Action Types are codes used to describe Diary Actions that have been recorded in Credit Management Centre. A number of different Action Types are created automatically by the system so that you do not need to. They cannot be removed.

These are:

AUT - Auto generated code
EMR - Email (Received)
EMS - Email (Sent)
FXI - Fax (In)
FXO - Fax (Out)
PCI - Phone Call (In)
PCO - Phone Call (Out)
VIS - Customer Visit.

New action types can be added if necessary. The codes are maintained on the Sales Ledger - Maintenance - Credit Management Action Types form.

Assignee

Who the task is for.

Contact

You can record your contact for the action from a list. The contacts shown for the customer are maintained on the Sales Ledger - Processing - Contacts form.

E-Mail

This can be used either to record the assignee's email address or your contact's email address.

Action Date/Time

When the task should be done. If the task is alarmed a message will be displayed on the user's desktop. Times must be entered in 24-hour clock format. For example, 3pm must be entered as 15:00.

Outcome

After a task has been done, you can mark it with a code that describes its outcome. For example, that a customer has been put on stop or that they have been sent a statement.

These can be used to group actions on the Diary Actions report, which is available from the Action menu in the Credit Management Centre.

These Outcome Types are created automatically by the system and cannot be removed:

CMG - Credit Management Group changed
CRD - Credit Limit changed
CST - Statement sent to customer
DOF - Transaction off dispute
DON - Transaction on dispute
EMS - Email sent to customer
SOF - Customer off stop
SON - Customer on stop
TPA - Promised payment amount agreed
TPC - Promised payment amount changed
TPD - Promised date changed.

New Outcome Types can be added if necessary. The codes are maintained on the Sales Ledger - Maintenance - Credit Management Outcome Types form.

Promised Value & Date

If a customer makes a commitment to pay some or all of the outstanding debt you can record the value and the date when it has been promised to be paid here. This information is used on the Promised Payments report, which is available from the Action menu in the Credit Management Centre.

If an invoice with a promised payment is subsequently fully paid (allocated to a receipt), the diary action will be marked as completed and the Follow Up date and Alarm boxes will be cleared.

Note - Foreign Currencies: If a promised payment is from an overseas customer, the value must be entered in the customer's currency. The currency code is displayed next to the Promised box. The currency value will be displayed as a home currency value on the Credit Management Centre and in reports.

Follow Up

An optional follow up date for the action. If the Alarm option is selected, a message will be displayed on the Windows desktop for the assignee on that date. The time of the notification will be the same as the start time entered above.

Alarm

Alarmed actions use the Opera 3 Notification Services Messaging feature to display timely messages on the Windows desktop. For more information, see the Introducing Scheduling Help topic.

Complete

Select to mark the action as done. Completed actions are not displayed in the Credit Management Centre unless the (Un)Show Completed Actions item on the Diary Action menu is selected.