Table of Contents

Process: Late Payment Monitoring

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This is a reference example created by Docs4Apps to showcase the structure, depth, and Microsoft-aligned writing style we apply to documentation projects for ERP extensions. While the app itself is a demo, the documentation is based on real-world use cases and resembles what we deliver to actual customers.

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This article outlines the standard process for monitoring late payments in the ERP system.

Overview

The late payment monitoring process includes:

  • Detection methods.
  • Tracking procedures.
  • Management actions.
  • Performance reporting.

Detection setup

Configure monitoring

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Late Payment Setup, and then choose the related link.

  2. Set up monitoring rules:

    Alert Days: [Number]
Threshold Amount: [Value]
Notification Users: [List]
Escalation Rules: [Conditions]

  3. Configure alerts:

    • Due date warnings
    • Overdue notifications
    • Escalation triggers

Monitoring parameters

  1. Define thresholds:

    Level Days Late Action Required
    Warning 1-5 days Notification
    Alert 6-15 days Review
    Critical >15 days Escalation

  2. Set up tracking:

    • Payment terms
    • Grace periods
    • Exception rules

Tracking process

Daily monitoring

  1. Review late payments:

    • Due date analysis
    • Amount assessment
    • Risk evaluation

  2. Process alerts:

    • Generate notifications
    • Update status
    • Track responses

Analysis steps

  1. Assess patterns:

    • Frequency analysis
    • Value distribution
    • Supplier/customer trends

  2. Identify causes:

    • Process issues
    • Resource constraints
    • External factors

Management actions

Response procedures

  1. Initial actions:

    • Contact responsible parties
    • Request updates
    • Document responses

  2. Follow-up steps:

    • Track progress
    • Escalate if needed
    • Update records

Resolution process

  1. Document actions:

    • Payment plans
    • Agreements reached
    • Updated terms

  2. Monitor outcomes:

    • Payment completion
    • Agreement compliance
    • Process improvements

Performance reporting

Metrics tracking

  1. Key indicators:

    • Late payment volume
    • Average days late
    • Resolution time

  2. Impact analysis:

    • Financial effect
    • Resource usage
    • Relationship impact

Best practices

Monitoring guidelines

  1. Regular review:

    • Daily alerts
    • Weekly summaries
    • Monthly analysis

  2. Documentation:

    • Complete records
    • Action history
    • Resolution details

Prevention measures

  1. Common issues:

    • Processing delays
    • Communication gaps
    • System errors

  2. Preventive actions:

    • Process optimization
    • Staff training
    • System updates

PayTrack 365 Overview
Process Payment Analysis
Process Dispute Resolution
Handle Disputed Invoices

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