The rule
Penahak Accounting is the only set of books. Sales invoices, returns, credit notes, receipts, post-dated cheques and every posting live in Accounting. CRM reads them each time a screen opens; it never copies a balance into a record of its own. A receipt posted a minute ago shows in CRM as soon as you refresh.
What CRM reads
| CRM shows | Read from Accounting |
|---|---|
| Customers | The customer ledgers in the chart of accounts, including a supplier marked Also a customer |
| Outstanding | The customer's ledger balance: all debits less all credits, in local currency |
| Open bills, ageing, overdue | Sales invoices that are not cancelled and opening bills, less the receipts, returns and credit notes that name them |
| Payments | Receipts posted to the customer's account |
| Cheques in hand | Post-dated cheques and provisional cash received |
| Credit limit, credit days and their actions | The customer's Credit settings (Amount limit, Day limit and their actions) |
| Agent and area | The customer in Accounting |
| Revenue | Sales invoices less returns, by Accounting's fiscal year |
| Statement of account | The customer's ledger postings, voucher by voucher |
Details of each figure: Where the money figures come from.
What CRM keeps
Only its own work, each record pointing at a customer or a document:
- the customer's credit hold and its reason;
- contacts, activities and follow-ups;
- collection cases, promises to pay and dunning stages;
- credit release requests and decisions;
- dispute, renewal and recovery cases;
- opportunities, pipelines and stages;
- service tickets, document threads and their messages;
- CRM settings and CRM numbers (case and release numbers).
None of these holds a balance.
What CRM never changes
- No voucher of any kind: no sales invoice, receipt, payment, journal, credit note or stock entry.
- No change to the chart of accounts. Credit limits and credit days are edited on the customer in Accounting, not in CRM (Customer details in Accounting that CRM uses).
- No change to a saved document.
The one effect on Accounting: refusing a credit sale
With CRM on, every credit sale is checked before it is saved. If the sale breaks the customer's credit terms and the action is Block, the sale is refused and nothing is saved, unless a credit release approved in CRM covers it. A release that lets a sale through is marked as used by that document. See How credit control works.
| When ... | In Accounting | In CRM |
|---|---|---|
| A credit sale is saved | The invoice and its postings, as always | Nothing is stored; the credit check ran first. A release the sale used shows Used |
| A credit sale is blocked | Nothing is saved | Nothing is stored (you may then ask for a release) |
| A receipt is posted | The receipt and its postings | Collection work for what it settles can close (if the setting is on); promises are judged on the next nightly run |
| A sales order is saved | The order | A follow-up "Coordinate sales order ..." for the account owner |
| A sales order is cancelled | The cancellation | A recovery case "Cancellation review" |
| A recurring invoice template is saved | The template | A renewal case "Recurring invoice scheduled" |
| A credit controller puts a customer on hold | Nothing | The hold and its reason, read by every later credit check |
Common questions
Does CRM ever post a receipt, a credit note or a write-off?
No. CRM posts no voucher of any kind. Those are made in Accounting, and CRM shows them once they are posted.
A sales order was saved but its CRM follow-up is missing.
CRM makes its follow-ups and cases after the document is saved. If that part fails, the document is still saved as normal: do not save it again.
Where do I change a customer's credit limit?
On the customer in Accounting. CRM has no screen for it.