Credit limits and blocks

A credit limit says how much a client may owe you at once. Quanty adds up what the client owes right now, compares it with the limit and the payment delays you tolerate, and either warns the dispatcher or stops new orders until an admin lets them through. Blocks stop a contractor completely, on the client side or the carrier side.

All of it lives on the Limit and verification tab of the contractor card, together with the contractor's bank accounts, the VAT white list check and the insurance of your receivables. This page goes through the tab from top to bottom, then the Over the limit list and the company rules in the TMS settings.

Before you start

• Open the card of a client (see TMS clients and carriers) and click Limit and verification. A red count on the tab means the contractor is blocked or over its limit.
• Everyone can read the tab. Limits and blocks "are a decision, not data entry": the limit, its rules, permissions to go over, verification, blocks and one-off unblocks are changed by an admin. Members see "Only an organization admin changes blocks and credit limits."
• Bank accounts, the white-list check and the insurer belong to the Finance module, the carrier's OCP sum and rating to Dispatch (see TMS modules). Switching off the white-list check of an account, the insured limit and the date of the insurer's decision are an admin's.

The credit limit

The top section, Credit limit: "What the client may owe at once: confirmed orders not yet paid count against it."

What makes up the amount opens the two lists behind the figure: Orders not invoiced yet and Invoices not paid yet, each with its amount, due date and days late (up to 50 of each). An amount in a currency without an exchange rate is listed as "Not counted (no exchange rate): 1".

A line under the bar says where the client stands:

Set or change the limit

1. Click Set a limit (or Change limit). Admins only.
2. Fill in the fields and Save. "A limit and its renewal date. The change is recorded with your name."

Who the limit counts on

The credit line counts once: on the payer of an order if it has one, else on the client. A contractor that pays for other clients says so: "Some amounts count here because this contractor pays for other clients. Limits follow the payer." Orders marked No invoice use no limit. A confirmed order is checked again whenever what it uses of the limit grows or moves to another party, for example a new payer or a correction that raises the freight.

Rules

Rules: "What happens when the client goes over: only a warning, or new orders wait for an admin."

Change rules (admins) opens Credit rules of the client: "A template sets the limit, the tolerance and the mode at once; changing the template later changes them here too." Choosing a template replaces the limit with the template's amount. Late payments allowed (days) empty means as in the company settings.

Permissions to go over

"An admin lets the client's orders through until a date, up to an amount. It ends on its own and is listed in Issues while it runs."

1. Click Allow until… (admins).
2. Choose what to Allow: Over the limit, Late invoices or Both.
3. Pick Until: "At the latest … (7 days, company setting). Never open-ended." The permission lasts to the end of that day. The longest allowed period is set in the company rules, 7 days unless an admin changes it.
4. Type At most over the limit (PLN): "Orders that would go further over still wait for an admin."
5. Write Why (at least 5 characters; "Kept in the client's history") and click Allow.

Each permission shows its state: Running (with the days left, for example "3 more days" or "last day today"), Ended or Withdrawn, and who granted it. Withdraw ends a running permission at once: "From now on the client's orders follow the credit rules again." An order that went through with a permission is written into the history of the limit.

Verification

Verification: "The result of checking this contractor (payment history, registers, insurance)." An admin picks Positive, Neutral, Negative or Not checked, and it shows in the card's header and in the register.

Bank accounts

Bank accounts: "Payment batches pay to the default account for payables. Each account has its own white list check."

The accounts are in two groups: Accounts for payables ("We pay them here (carriers, suppliers)") and Accounts for receivables ("They pay us from here"). Add account opens the form:

Each account's menu holds Edit, Make it the default, Check on the white list, Archive and Restore; Show archived lists archived accounts. The default payable account is also the Bank account on the Data tab. A contractor can have at most 100 accounts, archived ones included.

The dot next to each account says its white-list state: on the white list, not on the white list, not the taxpayer account, not checked, not checked on purpose or does not apply.

VAT white list

VAT white list: "Whether the tax number and the bank account are on the taxpayer list of the Ministry of Finance." Check asks the Ministry's list now, every time you click it; the last answer is kept with its date, and when the Ministry does not answer, the earlier answer stays.

When the account is not on the list, the section warns: "Do not pay over 15 000 PLN to this account before you clear it up with the contractor." A foreign contractor without a Polish tax number is not on the white list. Payment batches check the accounts again before the bank file (see Paying carriers).

Insurance and rating

Insurance and rating: "The limit granted by the receivables insurer beside your own limit, the carrier's OCP sum and your rating." Edit opens the fields ("Amounts in PLN. Leave a field empty to clear it."):

Next to the two limits Quanty says which one binds: "Your own limit is higher than the insured one", or "Your own limit is lower, it binds".

Read the limit from an insurer decision

On the Documents tab, an insurer decision's menu has Read the limit (admins). "The AI is reading the decision. This can take up to a minute."

1. Quanty proposes the Insurer, the Decision (Granted, Reduced or Cancelled), the Insured limit, its Currency, the Decision date and Valid until, and shows the buyer named on the decision with its tax ID.
2. It warns when something does not fit: the buyer's tax ID differs from the contractor's, the decision has already expired, no amount was found, or the currency was assumed.
3. Tick Also make it the client's credit limit if it should change the credit limit too ("Without this only the insured limit changes.").
4. Click Set limit (or Cancel limit for a cancelling decision). Nothing is set until you confirm.

The history of the limit then says "Insurer's decision read from the document, confirmed by …". Reading uses AI credits and needs the TMS AI switched on; without it, type the values in by hand.

Blocks

Blocks: "A blocked contractor cannot be confirmed on a new order on that side until the block is lifted or a one-off unblock is granted."

1. An admin switches the block on and writes the Reason: "The reason is shown to everybody who tries to confirm an order with this contractor."
2. Lift block switches it off: "Orders can be confirmed again without any further approval. For a single order, a one-off unblock is safer."

One-off unblocks

One-off unblocks: "Lets ONE order be confirmed despite the block. The order uses it up at confirmation and the block is back on its own."

1. Click Unblock once (admins, on a blocked contractor).
2. Choose For: As client or As carrier.
3. Write the Reason ("At least 5 characters. It goes to the record of this contractor."), for example "the director agreed to one more load, payment promised by Friday".
4. Optionally set Valid until (optional): "Without a date it waits until an order uses it."
5. Click Unblock once. "The next order confirmed with this contractor on the chosen side passes the block once."

The list shows each unblock as Not used yet, Used (with Open the order) or Expired.

History of the limit

History of the limit: "Who changed the limit, its renewal, the verification and the permissions." Each line names the person and the change: the limit, its currency, the template, the mode, the tolerance, the renewal, verification, the insurer's decision, blocks, permissions granted, withdrawn or used, and one-off unblocks granted or used. Show all opens the full list.

What the dispatcher sees on an order

When a new order would take a client over its rules and the rule is Stop new orders, confirming the order stops with a plain sentence, for example:

• "Nowak is over the credit limit by 12 400 PLN."
• "Nowak has invoices 21 days late (allowed: 14)."
• "The permission until 06.11.2026 allows only 5 000 PLN over the limit."

and "An admin can allow it on the client's card." with Open the client's card. When the order has a payer, the sentence names the payer instead ("The payer … is over the credit limit by …"). With Only warn, the order is confirmed and the dispatcher sees a warning; the client shows up in Issues.

Over the limit

The register's Over the limit tab lists every client over its rules.

• The summary says, for example, "3 clients over their rules, 41 200 PLN over in total" and Orders stopped: 1.
• Over the limit shows only those over; Also close (80%) adds the clients close to their limit.
• The columns are Client, Used ("… of …", or "no limit"), Over by, Late (days) and New orders: Stopped, Warning only, Late payments, Allowed until …, Close to the limit or Within the limit. "renewal overdue" marks a client whose limit renewal date has passed.

Running permissions ("Every client who may go over its credit rules right now") lists the permissions in force.

Company rules and templates

TMS settings, Credit limits (admins change it, members read it): "What happens when a client owes more than its limit, and the templates of limits."

Rules for every client

"A client's card may set its own rule; otherwise these apply."

Save rules saves them.

Templates of limits

"A named limit for many clients. Changing a template changes every client that uses it." Add template:

Each template shows how many clients use it ("Clients: 12"). Archive retires a template: "Clients that use it keep their limit as their own. The template is no longer offered."

Good to know

• An order counts with its freight in PLN, fixed when the order is confirmed (at the NBP rate the client's terms say), and an invoice with its own PLN amount. An amount without a rate is not counted, and the card says how many.
• A permission to go over is never open-ended and ends on its own, at the end of its last day.
• A one-off unblock and a permission to go over are different things: the unblock lets one order pass a block, the permission lets orders pass the credit rules for a while, up to an amount.

Related pages

• TMS clients and carriers: the register and its Over the limit tab.
• The contractor card: the other tabs, and the Documents tab with insurer decisions.
• Paying carriers: payment batches, which pay the default account.
• TMS orders and quotes: confirming an order.
• Receivables: what clients owe, by invoice and by client.