4/17/18 TD Web System – HOLD

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.

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

• • Monitor account receivables (see PROJECT AR)
• • Coordinate Accounting policies with Client
• • Process activation of on hold orders
• • Secure signed PO from Client

Objective of PM in using the System HOLD ORDER

• • To prevent incurring of past due/delinquent accounts and limit company exposure from erring client
• • To follow accounting policies and guidelines on payment terms

Function of Accounting in using System HOLD ORDER

• • Monitor and apply hold order on erring client or chain
• • Maintain client Masterfile regularly
• • Process activation of hold orders

Objective of Accounting in using System HOLD ORDER

• • To prevent incurring of past due/delinquent accounts and limit company exposure from erring client
• • To implement accounting policies on payment terms and condition

Process and Policy

A. Setting of System Hold Order

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

Process:

1. Accounting reviews list of Account Receivable

2. Accounting puts erring client/chain to HOLD upon deliberation

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

Policies:

• see F&A MEMO 18-001 along with other guidelines.

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

Process:

• 1. PM/User sends request for activation of order;
• • Orders for activation can be viewed in ON HOLD JO module
• 2. PM discuss with Management and request for Written Approval
• • written approval template is available in the system
• 3. PM shows Written Approval to Accounting instruct activation
• 4. Accounting activates the order and instruct requestor to proceed

Policies:

• Do not bypass system activation process • see F&A MEMO 18-001 along with other guidelines. • No PO no Delivery

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
• 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

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

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

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
• 3.3. Accounting selects record/s to activate
• 3.4. Accounting clicks “Activate”, then press “OK”, instruct PM to proceed as needed

* 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.