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House Accounts (Type 8 / AR)

OverDrive does not carry full Accounts Receivable at go-live, so VAST stays running for AR. A House Account repair order originates in OverDrive, then gets re-keyed into VAST — which continues to own AR aging, payment application, statements, and cash application. Volume at Store 4237 is low: roughly 7–9 Type 8 / House Account transactions a week.

When this applies

Two things bring you to this page:

  • A Type 8 (House Account) customer transaction is taken at Store 4237.
  • A store needs a new House Account customer set up.

The workaround

A Type 8 transaction is taken

  1. Day 1. Create the repair order in OverDrive for the Type 8 (House Account) customer and close it out. Do not print or email the invoice from OverDrive. (Service Advisor)
  2. Day 2. The OverDrive GL Details Extract is generated for Day 1 out of OverDrive. Post everything on it — House Account sales included. (Sales Audit)
  3. Day 2. A daily email alert goes to Retail Systems listing any open RO with Payment Type = House Account. (IT)
  4. Day 2. Re-key the RO into VAST so it matches OverDrive exactly, with the one exception of the invoice date, which will be the next day. Note the OverDrive RO # and Date of Service on the VAST transaction. (IT)
  5. Day 3. The VAST SSRS for 4237 is generated for Day 2 out of VAST. From that report, post only Transactions = ROA and discard everything else. (Sales Audit)
  6. Ongoing. Run all the normal AR functions in VAST — payment application, statement generation, and the rest. (Central AR)
  7. Ongoing. Run the cash application extract for 4237 out of VAST as normal. (Central AR)

A new House Account is needed

  1. Day 1. Submit the request to Central AR. (Service Advisor)
  2. Day 1. Create the customer in VAST first. (Central AR)
  3. Day 1. Create the customer in OverDrive next. (Central AR)
  4. Ongoing. When a Type 8 customer's details change in OverDrive, make the same update in both VAST and OverDrive. (Central AR)

Go-live & cutover notes

  • All Store 4237 employees must exist in VAST as well as OverDrive, since the re-key and all AR still run there. Ties to New Employees & HR Onboarding. (IT)
  • Dummy inventory has to be loaded in VAST before cutover, so a re-keyed Type 8 RO can be recreated to match OverDrive. (IT)

Still being confirmed

  • How often VAST gets refreshed with dummy inventory. (IT)
  • Outside purchases on a Type 8 RO. The direction so far is to use a dummy stocked item in VAST and change its description and price, and to alert Retail Systems when it happens. (IT)
  • Printed invoices. If a customer asks for a printed invoice, the store points out that it is not the finalized invoice. (Service Advisor)