How To Enable The Account “On Hold” Setting.

Overview

There are two different features that work together to mark the Customer Account “On Hold”. The two features are:

• Credit Hold for Over Credit Limit
• Sales Invoice Overdue On Hold.

The Account “On Hold” Field.

Zumzum Financials includes a checkbox field on the Account object called “On Hold”.  You may manually set this field though the user interface or you may use your own automation to set this field to be checked or unchecked.

You would then define and build your own validation rules to apply the impact of an account being placed “On Hold”, e.g. if you wanted to prevent a Sales Order being created for an Account with a status of On Hold is checked to true, you would apply a validation rule on your Sales Order object. Or, if you wish to prevent a user creating a new customer Sales Invoice if the account is on hold, you would add a new validation rule on the Sales Invoice Object.

To help you get started with validations rule, you can refer to the library of validation rules for each object, for example Sales Invoice validation rules or Sales Order validation rules.  Go ahead and activate any you wish to use in your Sandbox and feel free to clone and customise those for your own use.

If you wish to automatically alert your users or customers regarding their account status, you may wish to leverage the inbuilt Salesforce Lightning automation tools. Send email alerts, create follow up tasks or trigger other workflows based on the account On Hold field being checked or unchecked. Learn more about the various Salesforce automation tools available to you or learn with the Salesforce Trailhead  module.

Automating On Hold Updates With The “On Hold Type” Field.

Add the ability for your users to manually change the On Hold field on each account even when the automated Account On Hold feature is enabled.   Ensure your administrator has added the included quick actions to your page layouts and field permissions for the following components on the account object:

• On Hold Type field
• Enforce On Hold On quick action
• Enforce On Hold Off quick action
• Automatic On Hold On quick action

On Hold Type field options

Once you have enabled the automatic Account On Hold settings, you will be able to control if the automated on hold is applied on an account by account basis. Either use the quick actions on the Account page to change the value of the On Hold Type field or your own automation to change the setting.

The values of the On Hold Type field are:

• Automatic (default)
  • Selecting this option will automatically set the On Hold field to either  TRUE or FALSE on the customer account.
• Enforced On
  • Selecting this option will manually set the On Hold to TRUE on the customer account and ignore the  automatic On Hold evaluations
• Enforced Off
  • Selecting this option will manually set the On Hold to FALSE on the customer account and ignore the  automatic On Hold evaluations

Once you have configured how you would like to implement the On Hold controls on the customer account page layout,  should go ahead and enable the automated settings.

Enable The Account “Credit Hold for Over Credit Limit” Setting

Use the Credit Hold for Over Credit Limit setting to automatically check or uncheck the account On Hold field.  Enabling this feature will automatically update your account On Hold field on the following basis:

• If the Total Balance is equal to or greater than the Credit Limit, then set the On Hold field to true (checked) or,
• If the Total Balance is less than the Credit Limit, then set the On Hold field to false (unchecked).

Please enable this feature in your Sandbox to test it’s behavior in your org before you enable the feature in your live system.

1. Go to Setup
2. In the search box in the left hand panel, search for Custom Metadata Types.
3. Scroll to the  Account settings custom metadata record
4. Click Manage Records to bring up the list of settings.
5. You will see a record called  Account Settings
6. Click on the Edit button.
7. Tick the Credit Hold for Over Credit Limit setting.
8. click Save.

How The Account “Total Balance” Is Calculated

When you post a sales invoice to your general ledger, Zumzum Financials automatically calculates the amount of unpaid invoices, in your corporate base currency and updates the Total Balance field.  On the other hand, if you enter a Bank Customer Receipt for a sales invoice for the same customer, the Total Balance is reduced accordingly.

The Total Balance will increase if:

• A Sales Invoice is posted to the ledger for the customer account
• A Bank Customer Refund is entered

The Total Balance will decrease if:

• A Bank Customer Receipt for a sales invoice is entered
• A Bank Customer Payment On Account is entered
• A Sales Credit is posted to the ledger for this customer account

Enable The Account “Sales Invoice Overdue On Hold” Setting

Use the Sales Invoice Overdue On Hold feature to automatically check or uncheck the account On Hold field. Enabling this feature will automatically update your account On Hold field on the following basis:

• If Sales Invoice Paid is False and is past the Sales Invoice Due Date mark the Sales Invoice as Overdue and set the On Hold field to True(checked)
• If Sales Invoice Paid is True and is past the Sales Invoice Due Date does not mark the Sales Invoice Overdue and set the On Hold field to False (unchecked)

Please enable this feature in your Sandbox to test it’s behavior in your org before you enable the feature in your live system.

1. Go to Setup
2. In the search box in the left hand panel, search for Custom Metadata Types.
3. Scroll to the  Account settings custom metadata record
4. Click Manage Records to bring up the list of settings.
5. You will see a record called  Account Settings
6. Click on the Edit button.
7. Tick the Sales Invoice Overdue On Hold setting
8. click Save.

How The Sales Invoice Is Considered “Overdue”

The Sales Invoice Object contains a formula field called “Overdue”, which will be checked for the following conditions:

• If the Sales Invoice Due Date is less than today and
• The Sales Invoice Paid field is N.

The “Overdue” field will be unchecked if the following is true:

• If the Sales Invoice is in Draft mode or
• The Invoice Due Date is in the future or
• The Sales Invoice is Posted and is Paid equal to Y

How The Credit Hold for Over Credit Limit Setting And The Sales Invoice Overdue On Hold Setting Work Together

You are may decide to enable either the Credit Hold for Over Credit Limit setting, or the Sales Invoice Overdue On Hold Setting or both.  Enabling and disabling these settings will have a different impact on the On Hold field for your Customer accounts.

The below table provides you more information on how the two features will update the On Hold field on your Customer Accounts:

Table: How The Credit Hold for Over Credit Limit Setting & Sales Invoice Overdue On Hold Setting Work Together