Overview

Enabling the Credit Limit feature within X Dispatch permits a user to import and reference QuickBooks accounts receivable and aging data to easily monitor the line of credit for a specific Customer. This tool can ensure that orders are not placed for any Customer who is over their credit limit, warn when a Customer has reached their credit limit, and can keep track of the invoiced and un-invoiced order amounts.

Important Notes:

Imported A/R records are updated according to the specific schedule set in the Credit Calculations X Stream Definition. For assistance updating that interval please contact Customer Support.
Credit Limits are not currently supported by Rapidship Client, look for this in a future release.

Credit Limit Permissions

To set Permissions for an X Dispatch user to manipulate the Credit Limit feature:

Navigate to Maintenance > Permissions and open the Permission record for the User ID you would like to configure.
Expand X Dispatch Functions > Customers then select if you would like to allow the user to View Credit Limits, Edit Credit Limits, and/or Import Credit Limit Data.
Press OK to save and close the Permission record.

Knowledge Base > How to Set Up and Use the Credit Limits Feature > 1.png

Enable Credit Limit

To enable the Credit Limit feature open the Customer record follow the steps below:

Navigate toMaintenance > Customers and navigate to theInvoicestab.
Check theEnable Credit Limitbox.
Fill in theCredit Limit amountyou want to set for this specific Customer.
Saveand close the Customer record.
Overview of each field in the Credit Limit window.

Configuring Credit Limit Enforcement

To configure the Credit Limit Enforcement follow the steps below:

Open the GlobalOptionsform from the top menu bar.

Knowledge Base > How to Set Up and Use the Credit Limits Feature > 4.png

From theAccountingtab users can configureX Dispatchnotifications and enforcement of the Credit Limits feature by selecting toIgnore,Warn, orEnforce.
Users can configure to IgnoreorEnforcefunctionality forX Internet.

Knowledge Base > How to Set Up and Use the Credit Limits Feature > 5.png

If set toIgnore, all orders can be placed inX Dispatchand X Internet regardless of the Credit Limit that is set on the Customer record.
If set toWarninX Dispatch, the following warning are displayed upon entering the Customer ID when placing any On-Demand order or editing any posted Route Stop.

Knowledge Base > How to Set Up and Use the Credit Limits Feature > 1.png

If set toEnforce in X Dispatch, the following warning are displayed upon selecting the Customer ID.

Knowledge Base > How to Set Up and Use the Credit Limits Feature > 2.png

If set toEnforce in X Internet, the following warning will appear at the top of the order entry page after selecting the Customer ID.

Knowledge Base > How to Set Up and Use the Credit Limits Feature > 3.png

Important Note:The Warn and Enforce message for all orders placed inside of X Dispatch is set by CXT Software.

The Credit Exceeded Message for use in X Internet is set by the user. To set the Credit Exceeded Message follow the steps below:

Navigate to theX Internettab inside of the GlobalOptions form.
Enter your company's message in theCredit Exceeded Messagefield.

Knowledge Base > How to Set Up and Use the Credit Limits Feature > 4.png

QuickBooks Import

Exporting from QuickBooks

The configuration of the export done in QuickBooks is critical to a successful import into X Dispatch. Once a payment has been applied in QuickBooks to the Customer(s) you are updating in X Dispatch take the following steps to export the file:

In QuickBooks navigate toReport > Customers & Receivables > AR Aging Detail.
OpenCustomize report and select on theFilters tab.
FromFilters select Account.
From theFilterchoices select Paid Status.
FromPaid Status click theEitherradio button.
SelectOKwhich will close the window.
From the menu select Memorize then enter in a name to save the filter with and clickOK.
The A/R Aging Detail form is still open, click theExceldrop-down button.
SelectCreate New Worksheet.
Export thecomma separated.CSV file with a File Name of your choosing.

Use this memorized report with the set Filters to exporteachtime for use in X Dispatch.

Important Note:These steps are taken from QuickBooks Pro 2015 and may be different with each version.

Importing to X Dispatch

To import a .CSV from a QuickBooks export:

OpenX Dispatch, click theActionmenu drop-down and selectImport A/R Data.
Navigate to the location of the file to be imported and selectOpen.

Knowledge Base > How to Set Up and Use the Credit Limits Feature > 5.png

Once you select Open you will then see an Import Complete popup. ClickOKto close the window.

The newly imported A/R data will then be queued to be updated according to the specific interval set in the Credit CalculationsX Stream Definition.

Once theX Stream Definitionis run, the Outstanding Invoiced aging data is updated inside the Customer record.

Update A/R QuickBooks data as often as possible to keep the X Dispatch Customer records up to date.

For assistance updating the X Dispatch queue interval, please contact Customer Support.

Troubleshooting

If you encounter the message displayed in the image below after importing a .CSV file through Action > Import A/R Data, follow the instructions listed in the message and verify the file is correct. If you are unsure why you are receiving this error, you can re-export the file from QuickBooks and try again. Generally the error is displayed because a footer for the last category was not included in the source file.

Knowledge Base > How to Set Up and Use the Credit Limits Feature > 7.png