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Place credit holds on evidence, with the reason recorded
For credit controllers who want a Dynamics GP customer put on hold with the overdue evidence and a dated note, by asking their AI assistant.
On this page
Connector
Connect Microsoft Dynamics GP, pick your AI tool and paste the prompt.
The problem
Credit holds placed without evidence or a reason
Putting a Dynamics GP customer on credit hold is a judgement call that needs evidence: how much is overdue, how old and how far over the limit. Without a recorded reason, the hold is questioned later and nobody remembers why.
Without PopdockAI
- Run an aging for the customer
- Compare the balance with the credit limit
- Check which open orders the hold will stop
- Set the hold with no note of why
With PopdockAI
- Overdue transactions are aged and the balance compared with the limit
- Unposted orders the hold will affect are listed
- It says plainly if the evidence does not support a hold
- Only the hold flag is set, with a dated note, and read back
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Put customer `{customer-name}` on credit hold and record the reason `{reason}` (default a reason drafted from the evidence) in a customer note, but only after showing the evidence and getting the user's confirmation.
Pass `{company}` as `company` on every call (if it is empty, omit `company` and the default company is used). Pass a generous `max-records` (1000). If a result comes back with exactly that many rows, say the result may be truncated.
**Step 1: Resolve the customer**
Call `dynamics-gp-get-rm-customer` with `customer-name.contains` set to `{customer-name}`; if nothing matches, try `customer-id`. If more than one customer matches, list them and stop. If `hold` is already set, stop and say the customer is already on hold. Note `customer-balance`, `credit-limit-amount`, `payment-terms-id` and `salesperson-id`.
**Step 2: Evidence**
* Call `dynamics-gp-get-rm-trx` filtered by `customer-id`. Total the overdue `current-transaction-amount` on non-voided debit documents, aged 1-30, 31-60, 61-90 and over 90 days past `due-date`, and note the oldest overdue document.
* Compare `customer-balance` with `credit-limit-amount` (a limit of 0 means none is set).
* Call `dynamics-gp-get-rm-sales-trx` filtered by `customer-id` and list unposted orders, which the hold will affect.
**Step 3: Confirm**
Show the user: customer id and name, balance, credit limit, overdue by bucket, oldest overdue document, the open orders affected, and the note text you will write (`{reason}`, or a one-sentence reason drafted from the evidence, prefixed with today's date). If the customer has nothing overdue and is not over limit, say plainly that the evidence does not support a hold. Ask for explicit confirmation. Do nothing further without a clear yes.
**Step 4: Write**
1. Call `dynamics-gp-rm-customer-update` once with `customer-id` and `hold` set to true. Pass no other fields, so nothing else on the customer changes.
2. Only if that succeeded, call `dynamics-gp-rm-customer-note` once with `customer-id`, `note` set to the confirmed text, `append-to-existing-note` true and `add-date-and-time` true.
If the note fails after the hold succeeded, tell the user the customer is on hold but the reason was not recorded. Do not retry either call automatically.
**Step 5: Verify**
Call `dynamics-gp-get-rm-customer` again and report the stored `hold` value.
**Rules & Guidelines:**
* The only write tools this prompt may call are `dynamics-gp-rm-customer-update` and `dynamics-gp-rm-customer-note`, once each, after Step 3.
* Do not change the credit limit, terms, salesperson or any other field, and do not call `dynamics-gp-rm-sales-trx-update` to cancel or change orders.
**Validation:**
* If Step 1 finds no customer, stop and suggest a shorter part of the name.Who it's for
One answer, three teams that use it
Credit controllers
Place holds you can defend
Aging, limit and affected orders are in front of you, and the reason is saved on the account.
Should Fabrikam go on credit hold in Dynamics GP? Show me the overdue aging first.
Finance managers
See which orders a hold will stop
Unposted orders the hold affects are listed before you approve, so sales can be told in advance.
Put Northwind Traders on hold in Dynamics GP for 90 days overdue and list the orders it affects.
Sales managers
Know why an account was stopped
A dated note records the reason, so the account team can see why a customer is on hold.
Place Contoso on credit hold in Dynamics GP over their limit and add a note with the reason.
How it works
What PopdockAI does when you ask
You name the customer, and your AI assistant gathers the Dynamics GP evidence before proposing the hold. The hold and note are written only after you confirm.
01
Ask
You name the customer, and optionally a reason.
02
Evidence
It ages overdue transactions, compares the balance with the limit and lists orders affected.
03
Confirm
You see the evidence and the note text and approve.
04
Update
It sets only the hold flag, adds a dated note and reads the hold back.
What PopdockAI provides
The tools behind the answer
Ready made tools for Microsoft Dynamics GP and one secure connection to your AI tool. No code, no exports.
microsoft-dynamics-gp-get-rm-customer
microsoft-dynamics-gp-get-rm-trx
microsoft-dynamics-gp-get-rm-sales-trx
microsoft-dynamics-gp-rm-customer-update
microsoft-dynamics-gp-rm-customer-note
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Holds placed on evidence and documented
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
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