Receivables, hand-over and the gate pass

Money owed by customers is visible in three places. Receivables, in the Money family of reports, lists what customers owe by age. The customer page shows what he owes now and his invoices and receipts. A fleet customer also gets a monthly statement with the month's invoices grouped by LPO and by car, what was brought forward, the open balance and its ageing.

Customer terms

A Company or Fleet customer pays on account, with a credit limit and credit days of his own or the company default of 5,000.00 and 30 days. An invoice is overdue when it is unpaid past its days plus the grace days, which are 0 by default. The Credit control setting decides whether going over the limit warns or blocks.

Handing the car over

Hand over car, or Generate gate pass once invoiced, records the release. It asks who is collecting the car, the driver's mobile, optionally the odometer and fuel, and what was given back. What can stop a car:

• Approved work that has not been invoiced. A manager may release anyway.
• The customer's unpaid balance, but only when Payment before hand-over is switched on, and not for an on-account customer who is within his limit and has nothing overdue.
• The insurer's balance, only when the company setting says the insurer share is not exempt.

A user with the release override right can release with a reason chosen from a short list, such as credit account, pay next visit, insurer guarantee or other, where other needs at least 5 characters. The reason and the balance are recorded. By default payment is not required, so an unpaid balance simply stays on the customer's account and shows in receivables.

The gate pass

The release produces a gate pass numbered like GP-00001. It lists no prices. The Security Guard types or scans the number, or types the plate, and the screen answers VALID, ALREADY LEFT, TAKEN BACK or NOT FOUND. VALID lets the car go and the guard presses Car left the gate. If the garage withdraws a pass it shows TAKEN BACK.