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module:accounting:acctjoonhold:list

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module:accounting:acctjoonhold:list [2018/12/06 17:15]
target 		module:accounting:acctjoonhold:list [2019/12/04 18:47] (current)
target
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 **Module Overview** **Module Overview**
  
- System HOLD function is a management and accounting tool for controlling company exposure from past due account or payment term non-compliance. Hold function requires regular client maintenance in order to apply Hold option on client itself or on its client group (chain) to affect their orders. Hold Chain is applied to notify User that one client on the group has past due account and could ripple, while Hold Client is applied to notify User that the specific client has a tendency to default and is prevented to create new PI in the system. +  
-On top of Hold Client and Hold Chain, system Hold Delivery have automatic hold function to prevent deliveries with unmet down payment requirement. Orders of erring Client that is put on hold must follow activation process to proceed serving its order, see F&A MEMO 18-001 along with other guidelines.+.System HOLD function is a management and accounting tool for controlling company exposure from past due account or payment term non-compliance. Hold function requires regular client maintenance in order to apply Hold option on client itself or on its client group (chain) to affect their orders. Hold Chain is applied to notify User that one client on the group has past due account and could ripple, while Hold Client is applied to notify User that the specific client has a tendency to default and is prevented to create new PI in the system. On top of Hold Client and Hold Chain, system Hold Delivery have automatic hold function to prevent deliveries with unmet down payment requirement. Orders of erring Client that is put on hold must follow activation process to proceed serving its order, see F&A MEMO 18-001 along with other guidelines.  
 + 
 +As of 12/2/2019, On Hold JO module will also include orders with PO concerns. Hold reason can be differentiated under Remarks column of the list. Do follow approval policy accordingly.
  
 **Function of Project Manager in using System HOLD ORDER** **Function of Project Manager in using System HOLD ORDER**
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   * • Coordinate Accounting policies with Client    * • Coordinate Accounting policies with Client 
   * • Process activation of on hold orders   * • Process activation of on hold orders
 +  * • Secure signed PO from Client
 ** **
 Objective of PM in using the System HOLD ORDER** Objective of PM in using the System HOLD ORDER**
-  * • To prevent incurring of past due accounts and limit company exposure from erring client+  * • To prevent incurring of past due/delinquent accounts and limit company exposure from erring client
   * • To follow accounting policies and guidelines on payment terms   * • To follow accounting policies and guidelines on payment terms
  
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 **Objective of Accounting in using System HOLD ORDER** **Objective of Accounting in using System HOLD ORDER**
-  * • To prevent incurring of past due accounts and limit company exposure from erring client+  * • To prevent incurring of past due/delinquent accounts and limit company exposure from erring client
   * • To implement accounting policies on payment terms and condition   * • To implement accounting policies on payment terms and condition
   *    * 
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 Use of system Hold Order arises when an account receivable reached the past due limit of 60 and 90 days, for hold chain and hold client respectively. This means that any further delivery or actions that will incur additional cost should be notified and prevented by following Hold-Request-Activation process.  Use of system Hold Order arises when an account receivable reached the past due limit of 60 and 90 days, for hold chain and hold client respectively. This means that any further delivery or actions that will incur additional cost should be notified and prevented by following Hold-Request-Activation process. 
 Note: system automatically holds delivery of unmatched down payment requirement Note: system automatically holds delivery of unmatched down payment requirement
-** + 
-Process:**+**Process:** 
 1. Accounting reviews list of Account Receivable  1. Accounting reviews list of Account Receivable 
 +
 2. Accounting puts erring client/chain to HOLD upon deliberation   2. Accounting puts erring client/chain to HOLD upon deliberation  
 +
 3. Accounting emails list of client/chain that was put on HOLD 3. Accounting emails list of client/chain that was put on HOLD
 +
 Note: Accounting may opt for automatic hold function to client with >60 days past due account Note: Accounting may opt for automatic hold function to client with >60 days past due account
  
 **Policies:** **Policies:**
 +
 • see F&A MEMO 18-001 along with other guidelines. • see F&A MEMO 18-001 along with other guidelines.
-** 
  
-**B. Hold-Request-Activation Process****+**B. Hold-Request-Activation Process**
  
 System notifies user that he/she cannot proceed due to hold control. User requests for activation by obtaining written approval from management and have it as an instruction to allow order to proceed given the circumstances System notifies user that he/she cannot proceed due to hold control. User requests for activation by obtaining written approval from management and have it as an instruction to allow order to proceed given the circumstances
-** + 
-Process:**+**Process:**
   * 1. PM/User sends request for activation of order;    * 1. PM/User sends request for activation of order; 
   * • Orders for activation can be viewed in ON HOLD JO module   * • Orders for activation can be viewed in ON HOLD JO module
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 **Policies:** **Policies:**
 +
 • Do not bypass system activation process  • Do not bypass system activation process 
 • see F&A MEMO 18-001 along with other guidelines. • see F&A MEMO 18-001 along with other guidelines.
 +• No PO no Delivery
  
 **System Related Reports** **System Related Reports**
-1. Project AR – an additional system list to monitor accounts receivable per PM base on the most number of days past due +  * 1. Project AR – an additional system list to monitor accounts receivable per PM base on the most number of days past due 
- +  *   
 +  *  
 +  * 2. Written Approval – a system template for requesting management’s approval to proceed processing of on hold orders 
 + 
 +Note: To Print Written Approval go to ON HOLD JO module, check record/s you want to include in print out then click “Print On Hold Request” button 
  
-2. Written Approval – a system template for requesting management’s approval to proceed processing of on hold orders 
-  
 **System related Procedures** **System related Procedures**
-**1. Toggling Hold option in TD Web System** 
-1.1. Log on to the system then go to 
-1.1.1. Client Masterfile>Payment Terms Tab (Hold Client)  
-1.1.2. Or Maintenance>Chain (Hold Chain)  
-1.2. Set Hold to “Yes” to apply Hold order 
  
 +**  * 1. Toggling Hold option in TD Web System**
 +  * 1.1. Log on to the system then go to
 +  * 1.1.1. Client Masterfile>Payment Terms Tab (Hold Client) 
 +  * 1.1.2. Or Maintenance>Chain (Hold Chain) 
 +  * 1.2. Set Hold to “Yes” to apply Hold order
 +  * 
 **2. Request for Order Activation Procedure** **2. Request for Order Activation Procedure**
-2.1. System prompts User that JO is on hold and should undergo HOLD-REQUEST-ACTIVATION process   
-2.2. User click “Yes” to request for order activation or “No” to disregard and stay on current status 
-2.2.1. Note:  use “SKIP” to proceed as allowed, SKIP is not available on orders with exposure such as JO Delivery   
-2.3. PM discusses and acquire written approval from Management 
  
 +  * 2.1. System prompts User that JO is on hold and should undergo HOLD-REQUEST-ACTIVATION process  
 +  * 2.2. User click “Yes” to request for order activation or “No” to disregard and stay on current status
 +  * 2.2.1. Note:  use “SKIP” to proceed as allowed, SKIP is not available on orders with exposure such as JO Delivery  
 +  * 2.3. PM discusses and acquire written approval from Management
 +  * 
 **3. Order Activation Procedure** **3. Order Activation Procedure**
-3.1. PM provides signed written approval to Accounting + 
-3.2. Accounting access ON HOLD JO module and identify JO/s to Activate   +  * 3.1. PM provides signed written approval to Accounting 
-3.3. Accounting selects record/s to activate +  * 3.2. Accounting access ON HOLD JO module and identify JO/s to Activate   
-3.4. Accounting clicks “Activate”, then press “OK”, instruct PM to proceed as needed +  * 3.3. Accounting selects record/s to activate 
-Note:  +  * 3.4. Accounting clicks “Activate”, then press “OK”, instruct PM to proceed as needed 
-• Accounting may re-deactivate an order when circumstances such as client failure to comply on agreement, given that JO was not yet processed or on change in management decision. + 
-• Accounting may clear list to re-apply hold and request process to all J+**  * Note:**  
 +  * • Accounting may re-deactivate an order when circumstances such as client failure to comply on agreement, given that JO was not yet processed or on change in management decision. 
 +  * • Accounting may clear list to re-apply hold and request process to all JO by using **HOLD Chain/Client and Clear Data** Button 
 +  * • As of Dec 2,2019, start implementation of No PO control. this control prevents Delivery of materials without formal PO (signed purchase order) from client. Affected Job orders may undergo HOLD-Request-Activation process following above procedure but vary base on Accounting criteria of PO approval.
module/accounting/acctjoonhold/list.1544087733.txt.gz · Last modified: 2018/12/06 17:15 by target

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