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Setting Up Credit Control Policy

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Setting Up a Credit Control System
Mismanagement of cash flow is the single biggest reason that small businesses go under. Therefore, a good credit control system is an essential part of any business' accounting procedures. Maintaining consistent cash flow, avoiding bad debt and minimising late payments are essential for survival. Use the following checklist to set up a system.

Things to do 1. Set up a detailed credit control system
It must allow you to identify invoices that have been raised, sent to customers or paid. You must also be able to see which invoices need chasing up. Each customer must have a file with details such as: business name; business address; postal address for invoices; and a contact name and number for invoice enquiries. Train several people on the system and test it thoroughly.

2. Credit-check your customers
To do this, you can approach their bank for a reference; use a credit reference agency; or ask their other suppliers. Establish how solvent the customer is and whether they are likely to have any problems paying their invoices on time.

3. Decide on your general payment terms
Most importantly, decide on a payment date. Bear in mind that new customers should only be given a short time in which to pay. Go through the terms with each customer and print them clearly on each invoice.

4. Send invoices promptly
Try to send all of them out the same day as goods are sent or delivered. Make sure the invoice is sent to the correctly named and titled person, at the right address.

5. Start an automatic reminder procedure
Flag invoices that are due and send out reminders, or better still phone, to chase up payment.

6. Appoint a 'debts czar'
This should be a trusted employee in charge of following up bad debts. They should keep a record of all calls and letters made. Remember you can charge interest under the Late Payment of

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