One of the most basic business functions is managing money coming into the company as a result of sales activity. The company must set up accounts for customers to structure payments and address the question of whether to issue credit and to whom. It has to collect the money from customers who have made purchases, and it must reconcile invoicing and funds received. All these activities require policies to give them direction and procedures to specify how employees carry them out.
Companies must balance speeding up the collection of accounts receivable with the possibility of gaining customers by issuing credit and implementing easy payment terms. Small businesses often have restricted access to credit themselves and may have to depend on rapid payment of outstanding amounts. Company policies define the goals and the framework of the accounts receivable functions from the point of view of such limitations. Quality issues often lead to late payments, and the company must consider customer satisfaction in collection procedures.
Advertisement Article continues below this adThe first step in implementing an accounts receivable system is developing policies and procedures for invoicing. A business can speed up collection by issuing invoices as soon as the sale is complete. Internal policies must detail when the sales department should report sales and when the accounting department should issue the invoice. Procedures detail what the sales report must include, how to prepare it and where to send it. Accounting procedures give the details of invoice preparation, verification, data entry into the accounting software and invoice mailing.
Unless customers always pay in advance, they typically receive credit, at least until they pay their bills. Customers that receive credit must have accounts for which the company has performed a credit check and which it monitors for prompt payment. Company policies specify which customers can open accounts, what kind of credit approval process to apply and the required credit standards. Procedures detail the account information required from customers, who carries out the credit check and how. Account maintenance procedures give details on tracking payment performance and how to suspend credit when required.
Advertisement Article continues below this adThe final step in the operation of an accounts receivable system is collecting the amounts due as rapidly as possible. If a company operates in an industry where payment in 30 days is the standard, it can offer discounts or incentives for earlier payment. Regular reminders to customers with overdue accounts are an effective tool. Policies specify the standard payment terms, any discounts and a schedule for reminders as well as consequences for late payment. Collection procedures detail tracking payments, entering receipts into the accounting system, sending reminders for late payments and initiating additional collection actions.