Vinosmith can automatically flag Accounts with unpaid invoices that have been past due for a predetermined amount of days. These past-due accounts get a very visible red warning at the top so reps can see they have outstanding balances. However, it does not prevent reps from placing another order on the account.  Vinosmith does have a feature to block orders for past-due accounts.  Please see the link at the bottom of this article. 

Once a day, Vinosmith will automatically scan all of your Accounts, flagging those past due and unmarking those Accounts that have been cleared. At this time, notifications will be delivered to your Sales Reps and Account Contacts (if this setting is enabled). Notifications will only be sent when an Account transitions to Past Due for the first time in a new cycle. 

It can take up to 24 hours for changes to the A/R system, such as updating the cut-off threshold or enabling it as a whole to take effect!

An account is flagged according to the Cutoff Threshold you specify. The Cutoff Threshold is the number of days PAST the standard due date that an Account is considered past due. For example, if your standard terms are 30 days, and you want an account that has gone unpaid for 40 days to be flagged, you would put 10 as your Cutoff Threshold.

If Vinosmith flags an Account as past-due and then later open invoices are marked as Paid (either by a Quickbooks Payment reconciliation process or manually marking) there is a 2-hour delay for when the Accounts Past Due flag is removed.

Please note: To use this feature, you must mark Invoices as Paid in Vinosmith actively. Otherwise, all invoices will be considered open and past due. For instructions on how to mark invoices as paid please see this article

Enabling Automatic Account Flagging (2-Part Process)

Part 1

  1. Click on My Account in the top right corner
  2. Click on Manage on the left-hand side
  3. Click on Edit in the left column
  4. Scroll down to the Accounts Receivable section
  5. Check the box next to Enabled?
  6. Specify a Cutoff Threshold: This is the number of days PAST the standard due date that an Account is considered past due.
  7. Check Notify Account Contacts? for Account Contact(s) to be emailed (Contact must have Receive invoices? checked in order to receive the email).
  8. Scroll to the bottom and click the blue Save button

Part 2

  1. Navigate to the Wines tab
  2. On the left-hand side under Suppliers, click on the red Manage Suppliers link
  3. Select the supplier you would like to flag past-due accounts automatically
  4. On the left-hand side under Suppliers, click the red Edit link
  5. Scroll down to the Accounts Receivable section towards the bottom of the page
  6. Check the box next to Accounts Receivable Enabled?
  7. Scroll to the bottom of the page and click the blue Update button

**Repeat step 2 for each supplier you would like to flag past-due accounts automatically**

When an account is past due we generate a single email and set the TO: with all the A/R account contacts.