A/R Aging Calls

*This happens every Friday (preferably morning when people are still at work). First, Print out a report by going in EBMS under ‘File’, ‘Reports’, Sales, ‘Invoices/Sales Orders’, ‘Accounts Receivable Aging’. Print 1 copy of the report.

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*Using a highlighter, mark any invoices that are 13 days or more past due.

*In Trello, add all new over-dues to the first column.

*Enter invoices that need paid with CC onto Trello Board, so you don’t forget about them!

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*Call each place, something like this… (you can leave messages, or send emails if you cannot talk to someone, sometimes it’s faster to simply email the accounts payable secretary but make sure you take care of the reply (copy and paste it on the Trello board and if they don’t respond then you will need to give them a call)

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Good morning, this is _______ from Good’s Millwork. May I speak with someone in your Accounts Payable Department please?    

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Hello ______ this is _____ from Good’s Millwork. I was just calling in regards to several overdue invoices you all have from us that we still have not yet received payment on. Do you know when we can expect this payment, or have you already sent it?

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If so… Thank you very much! Do you have any idea of when it might get here? OK, thanks for your time & have a great day!

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If not…OK, can you give me any idea when you will be making payment on it? (A definite date or something?) OK, we’ll make a note of that and be expecting payment by _______. Thank you for your time & have a great day.

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If they do not have the invoice…OK, I’ll send you a copy right away so you can get it processed. Thanks for your time & have a great day.

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*Make notes while you call and post the results in Trello, move across the board as you have results.

*If the customer becomes aggressive or uncooperative, hand over to Tim.

*To clear Finance charges or apply discounts…

  1. Go under “Sales”, “Invoices & SO’s”
  2. Hit Ctrl-O to bring up work order #’s—type in the invoice # that has the charge.
  3. In the lower left corner, you will see a finance charge box or discount box. Fill in the finance charge or discount until the difference in the lower right corner is $0.00.
  4. Hit Ctrl-S to save changes

LL 6-4-18