Atlanta Vendors Association, Inc.
| Categories | Property / Company | Reported | Over 90 Days | Pending | Satisfied |
|---|---|---|---|---|---|
| Service Vendor | Ashley Cascade APT 123 Old Road Atlanta, GA 30010 | 1/06/26 | $8,000.00 | P | |
| Trade Vendor | Stewart Mill APT 123 Old Road Atlanta, GA 30010 | 1/10/26 | $10,000.00 | P | |
| Exterior Vendor | ABC Company 123 Old Road Atlanta, GA 30010 | 11/06/25 | $100,000.00 | S | |
| Safety Vendor | Walmart 123 Old Road Atlanta, GA 30010 | 10/06/25 | $25,000.00 | P | |
| Service Vendor | Home Builders 123 Old Road Atlanta, GA 30010 | 11/01/25 | $65,000.00 | P |
The Do Not Service (DNS) Process is an accountability and remediation program established by Atlanta Vendors Association, Inc. (AVA) to uphold ethical business practices, protect client relationships, and strengthen vendor integrity especially in the management of account receivables and outstanding balances.
Purpose of the DNS Process
The DNS process is designed to be restorative, not merely punitive. It gives vendors a structured and fair opportunity to correct deficiencies, resolve outstanding balances, and re-establish good standing within the AVA network.
- Ensure members align with AVA’s standards, ethical principles, and applicable laws and regulations.
- Safeguard clients and vendors from practices that compromise quality, integrity, or compliance.
- Provide a constructive path to remedy issues and demonstrate accountability—the how, the what, the why, and the reasons behind corrective action.
Simple Accounts Receivable Timeline (Outstanding Balance)
- 0–30 Days Past Due
- Verify billing and contact information.
- Call the Property Manager 2–3 times and send an email to confirm receipt of invoices and verify billing details.
- 41–45 Days Past Due
- Identify any new or missed properties/accounts from the aging report.
- Call the Property Manager 2–3 times and email to confirm the best window to collect payment.
- 46–50 Days Past Due
- Escalate to the Regional Manager if no resolution.
- Contact the Regional Manager 2–3 times and email with invoices attached, copying Sales; arrange hand-delivery of invoices if needed.
- 51–60 Days Past Due
- Escalate to Accounting/Controller level.
- Email a formal Demand for Payment, including statement of account, outstanding balance, and clear payment deadline.
- 61–65 Days Past Due
- Mail an approved 10-Day Legal Letter with late fee notification (if permitted by contract).
- 66–71 Days Past Due
- Contact the Management Company and advise that the account may be subject to lien or further legal action if not resolved.
- 81–90 Days Past Due
- Continue collection efforts and, where appropriate, proceed with legal remedies (e.g., contacting owners, LLC members, banks, or counsel), consistent with AVA guidance and applicable laws.
Failure to engage in this process or resolve an outstanding balance within the defined timelines may result in the account being placed into Do Not Service (DNS) status until remediation is completed.
DNS Remediation and Reinstatement
- Assessment of the reasons for DNS status, including billing, compliance, or conduct concerns.
- Development of a corrective action plan focused on account resolution, communication, and process improvements.
- Ongoing monitoring and documentation of efforts until the balance and related issues are resolved.
Upon successful completion of the remediation plan and re-assessment, the vendor becomes eligible for reinstatement to active membership status and may fully participate in AVA programs and opportunities.
Legal and Compliance Support
- Access to trusted legal partners for contract reviews, vendor disputes, collections matters, and DNS process.
- Standard language, sample clauses, billing timelines, and best-practice policies to help vendors stay compliant and protect their business interests.
Templates, Training, and Mentorship
- Downloadable templates, fillable forms, checklists, and “how-to” guides built around proven vendor best practices.
- Training and mentorship programs, including Vendor Mentorship Circles, to support everyday business challenges and long-term professional growth.
Visibility, Tools, and Real-Time Access
- A secure Vendor Management Portal and Mobile App for real-time access to profiles, documents, invoices, and communications, supported by integrated messaging and notifications.
- A centralized Resource Library with on-demand guides, Q&A’s, and best practices, accessible via desktop or mobile to help vendors manage receivables, compliance, and operations.
Mobile App Access keeps vendors connected to Atlanta Vendors Association, Inc. (AVA) anytime, anywhere, so they can receive updates, event notifications, resources, and support to keep their business moving and in good standing.