Payment Plans for Epicor BisTrack
A past-due balance in BisTrack turned into a schedule the customer can keep: down payment, instalments and dates drafted under your policy, signed on a hosted page under your name, and each instalment watched against the payments posted in BisTrack. A missed one goes back to the desk.
Collections & ARUpdated Oct 202620 ERPs
See it work on BisTrack.
Click through the steps. Fictional data, in BisTrack’s terms; the real thing runs on BisTrack.
Westfield Masonry’s $12,980.00, sixty days out. Nora edits any line before it goes anywhere.
The problem, as it happens in BisTrack.
A contractor is sixty days out on $18,000 and can’t pay it at once. The plan gets agreed on the phone, written on the back of the Customer Aged Balances report, and keyed as a note on the customer record. The dates are approximate. Whether there was a down payment depends on who you ask. BisTrack has no screen for it, so it shows a past-due balance like any other and the sweep keeps calling.
Nobody watches the instalments. The second one arrives late, the third doesn’t arrive, and it’s the month-end review before anyone notices the balance hasn’t moved. By then the agreement is a memory, the customer is still buying, and the question of whether to hold the account is being asked ninety days later than it should have been.
How it works.
- 1
The plan is drafted under your policy
From the open items in BisTrack and the rules your team set, Lunica drafts a schedule: the down payment, the number of instalments, the amounts, the dates, whether new purchases stay on terms or go C.O.D. while the plan runs. The credit manager edits any line before it goes anywhere.
- 2
The customer signs on a hosted page
The agreement opens on a page under your name, with the schedule and the conditions in plain words. The customer signs on a phone. The signed copy is filed against the account, and the down payment can be made from the same page.
- 3
Instalments are watched against BisTrack
Each night Lunica reads the payments posted in BisTrack and matches them to the schedule by amount and date. The desk sees every plan on one calendar: paid, due this week, coming. Collections notes pause on an account that is keeping its plan.
- 4
A missed instalment goes back to the desk
The morning after a missed date, the plan is back on the desk with what was paid, what wasn’t, and the next step drafted: a reminder, a call, or the hold your policy calls for. A person decides, and a person sends.
How it connects to BisTrack.
Lunica reads BisTrack’s open items, payments and the customer record nightly through a read-only login to the BisTrack SQL Server database and its reporting views. The plan is drafted from the invoices as BisTrack has them, on the account’s own terms, 30 EOM or 60 EOM or whatever it carries. Each payment posted in BisTrack is read the night it posts and matched to the schedule.
Nothing is posted to BisTrack and nothing is sent on its own. The plan and the signed agreement live in Lunica, filed against the account; a note for the customer record is prepared if your team wants one there, and keyed by your team. Instalment payments made from the plan page come back to BisTrack as a BisTrack import where one exists, or keyed by your team from what Lunica prepared, and a person posts them. The reminder for a missed instalment is a draft until a person sends it.
What a week looks like.
- Every plan on one calendar: paid, due this week, coming.
- Agreements signed and filed against the account, not remembered.
- Accounts keeping their plan are left alone by the collections sweep.
- A missed instalment on the desk the next morning, with the next step drafted.
Questions
Who sets the terms of a plan?
Your policy does: minimum down payment, longest schedule, whether new purchases go C.O.D. while a plan runs. Lunica drafts inside those rules; the credit manager edits any line.
Does it write to BisTrack?
No. The plan lives in Lunica beside the account. Payments are posted by your team as they are today; Lunica reads that they posted and ticks the instalment.
How does the customer sign?
On a page under your name, on any phone. The signed agreement is filed against the account with a time stamp, and a copy goes to the customer.
Can the customer pay from the agreement?
Yes. The page takes card or bank transfer. Each payment comes back as a remittance your team posts to the account.
What happens when an instalment is missed?
The plan is back on the desk the next morning with the history and the next step drafted. Nothing is sent and nothing is held until a person decides.
Does interest or a fee apply?
If your policy says so. The rate or fee is a line in the agreement the customer signs, and it is your team’s to set.
Can we see all plans at once?
Yes. One calendar for the book: every plan, every instalment, what posted and what didn’t.
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.
Payment Plans 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.