Credit Holds and Releases for Epicor BisTrack
Every account BisTrack has on hold, in one queue with the balance, the promise, who asked and what for. Your credit manager releases or declines with a note, and the hold flag in BisTrack is changed by a person.
CreditUpdated Oct 202620 ERPs
See it work on BisTrack.
Click through the steps. Fictional data, in BisTrack’s terms; the real thing runs on BisTrack.
| Customer | Balance | Beyond terms | Promise | Orders waiting | Asked by |
|---|---|---|---|---|---|
| Northline Drywall | $31,240.15 | 38 days | $12,300 by Oct 30 | 2 | Mike Brennan |
| Oak Hill Builders | $18,620.40 | 12 days | $18,620 by Oct 24 | 1 | Counter · Main St |
| Pine Hollow Contractors | $13,210.00 | 52 days | none | 1 | No request |
| Ferry St Renovations | $4,870.00 | 71 days | none | 0 | No request |
Every account BisTrack has on hold, with the balance, the promise and who is asking.
The problem, as it happens in BisTrack.
The counter rings up a framer who’s on hold, BisTrack throws the hold message, and the salesman calls whoever picks up at the credit desk. Release it, they’re good for it, the truck’s loaded. The hold flag on the customer record gets flipped by whoever answered, and the reason lives in that phone call.
Nobody tracks which holds were released, by whom, on what promise. The account released on a promise to pay Friday is still on the list the following Friday, released again. The Customer Aged Balances report shows the balance growing. It doesn’t show that the hold was lifted four times.
How it works.
- 1
Every hold in one queue
Accounts BisTrack has on hold, read each night and again when a person asks: the balance, days beyond 30 EOM, the open orders waiting, and the last promise to pay. Nothing is on the list that BisTrack doesn’t say is held.
- 2
A release request comes in from the floor
The counter or inside sales asks from the queue, not the phone: which order, how much, what the customer said. The request lands on the account with the name of who asked.
- 3
Your credit manager releases or declines
Each request with the balance, the promise and the history beside it. Release this order, release the account, or decline, with a note the requester sees. Every decision is recorded.
- 4
The hold flag in BisTrack is changed by a person
A release goes back as a BisTrack import where one exists, or keyed by your team from what Lunica prepared. The hold flag on the customer record is cleared or set by your team, and the queue shows who did it and when.
How it connects to BisTrack.
Lunica reads the hold flag on the customer record, open items, open orders and the terms per account through a read-only login to the BisTrack SQL Server database and its reporting views, each night and on demand from the queue. Days beyond terms are figured on the account’s own terms, 30 EOM or 60 EOM, not a flat thirty. Promises to pay logged in collections show up beside the hold.
Nothing is written to BisTrack by Lunica and nothing is sent on its own. A release or a new hold goes back as a BisTrack import where one exists, or keyed by your team from what Lunica prepared; the flag on the customer record changes when your team changes it. A note to the customer about the hold is a draft until a person sends it.
What a week looks like.
- Every hold on one list, with the balance and the promise behind it.
- Release requests arrive with who asked, which order and what was said.
- The decision is made by the credit manager, once, with a note.
- Every release and every hold has a name and a date against it.
Questions
Does Lunica put accounts on hold or release them in BisTrack?
No. It keeps the queue and records the decision. The hold flag on the customer record is changed by your team, and the queue shows who did it.
Can the counter release an account?
Only if your policy says so. The queue takes the request from the floor; who can approve it is a rule your admins set.
Where do promises to pay come from?
From the collections workflow, where a reply is logged against the account with a date, or typed in by the person who took the call.
Does the customer get notified?
Only if a person sends the note. A draft is prepared when an account goes on hold or comes off; nothing goes out on its own.
What about a release for one order?
A release can be for one order, up to an amount, or for the account. The queue records which, and the order is released in BisTrack by your team.
Does it work across branches?
Yes. A request from Route 9 and one from Main St land in the same queue, each with its branch, and the credit manager sees both.
Does it need a server?
Lunica runs on one Windows server inside your network, beside BisTrack’s SQL Server, set up and maintained by Lunica. It reads Epicor BisTrack through a read-only login to the BisTrack SQL Server database and its reporting views. There is no inbound connection from outside your network.
What does Lunica read in BisTrack?
The customer record, open items and terms, purchase orders and receipts, the product record, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to BisTrack?
Nothing lands in BisTrack without a person. What belongs in BisTrack goes back as a BisTrack import where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in BisTrack Document Management. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Credit Holds and Releases is written for every system on the list. You’re reading the BisTrack version.
See it on your BisTrack data.
Thirty minutes. We walk the workflow on BisTrack data, then map it to yours.