Account statements (Back office)

For detailed information and how to page for creating wire transfers and payment allocations see: Wire transfers and Payment allocations.

To enable the Accounts statements back office screen, the following user role authorizations are required: WireTransfer command, BackOfficeOrder entity (view), Invoice entity (view), Payment entity (view, add, edit).

Contents:

Functions

The Account statement back office page allows for the following functions:

  • Administration unpaid invoices overview: Show all invoices that have not yet been paid per debtor for each Administration based on an invoice cut-off date.

  • Aging report: Generate an excel Aging report per Administration (plus header filters applied), showing an overview of invoices not yet due and overdue based upon a past due interval. See Account Statement Reports (Administration) for changing the report.

  • Debtor overview: An overview of debtor contact details and current balance for the Administration. This includes all due invoices and all invoices that have been paid fully.

  • Due Invoices report: Generate a PDF Due Invoices statement report per debtor, showing an overview of all invoices due and paid, with each individual invoice attached. See Customer Account Statement Reports (Administration) for changing the report and adding new reports to this area.

  • Allocate payments: Payments created manually or via bank statement upload in the Payments (Back office) screen can be allocated to invoices to mark them as fully paid.

Activating an Administration

Before using the Account statements page, an Administration must be activated by setting a cut-off invoice date. This is to ensure that the due amounts shown for each debtor are relevant from a recent date.

Note: Activation may take up to 30 seconds as invoices are recalculated (depending on invoice count for an Administration).

Setting an Administration activation date to a recent date ensures that there is a small backlog of invoices to mark as fully paid.

Note: The cut-off date can be changed in the Administrations (Administration) page and changing the date set in the ‘ACCOUNTSTATEMENTCUTOFFDATE’ field.

Filters

The following header filters are available to further filter Account statements.

Filter

Description

Example

Filter

Description

Example

Administration

Filter by Administration, showing the sum of all debtor's unpaid invoices, based upon the cut-off date defined in the Administrations (Administration) page. Default = Current FBO location. Note: This filter is also used for generating the ‘Aging report’, when the ‘AGING’ button is pressed.

If left blank, all Administrations will show totals and debtors for each Administration. This is useful as a quick overview for a FBO network.

 

Debtor

Filter by Debtor, showing the sum of unpaid invoices (based upon the cut-off date defined in the Administrations (Administration) page) for the debtor. Default = blank. Note: This filter is also used for generating the ‘Aging report’, when the ‘AGING’ button is pressed.

Tip: If the Debtor filter is used with a blank Administration filter, all unpaid invoices will show for each Administration.

 

Only past due

Filter to show only invoices that are past their due date. Due date is defined by the invoice date and the number of credit days the debtor has based upon it’s Administration contract. When enabled, the ‘Amount not yet due’ column is not shown, and only debtors with invoices past their due date are shown. Default = disabled.

 

Aging report

The Aging report shows accounts receivable aging of unpaid customer invoices and the duration they have been outstanding (in days) identifying slow paying customers.

Aging report: Generate an excel Aging report per Administration (plus header filters applied), showing an overview of invoices not yet due and overdue based upon a past due interval.

See Account Statement Reports (Administration) for editing and changing the report.

Administration Summary

The Administration Summary table shows a list of all Debtors that have unpaid invoices (based on cut-off date), along with a total sum for the Administration.

Note: Clicking on each debtor row will expand the row to show the ‘Debtor Invoice Summary'.

Column

Description

Example

Column

Description

Example

Administration - Totals

The Administration for this row, if the ‘Administration’ filter is not set, all activated Administrations that have unpaid invoices will show.

Debtor

The debtor name and contact number for the filtered Administration. If the ‘Administration’ filter is not set, then an ‘Administration’ column will show next to the debtor to show the total unpaid per Administration for a debtor; this results in multiple rows for a debtor.

Amount not yet due

The total amount unpaid from invoices that are not yet due (defined by invoice date and the ‘Credit term in days’).

Past due 1-30

The total amount unpaid from invoices past their due date (defined by invoice date and the ‘Credit term in days’) by 1 to 30 days.

Past due 31-60

The total amount unpaid from invoices past their due date (defined by invoice date and the ‘Credit term in days’) by 31 to 60 days.

Past due 61-90

The total amount unpaid from invoices past their due date (defined by invoice date and the ‘Credit term in days’) by 61 to 90 days.

Past due > 90

The total amount unpaid from invoices past their due date (defined by invoice date and the ‘Credit term in days’) by over 90 days.

Total unpaid

The sum of all amounts unpaid; including not yet due and overdue amounts.

Invoices

The count of unpaid invoices.

Debtor Invoice Summary

The Debtor Invoice Summary area has the following functions:

  • Debtor details: View debtor contact details and an Account summary of all due and paid invoice amounts

  • Debtor invoices: Show per row each invoice that is due (unpaid) and each invoice that has been fully paid.

  • Allocating payments: Allocate payment amounts to invoices to mark as fully paid.

  • Send reminders by email: Send by email a list of all due invoices with individual invoices attached. See How to send reminder emails for invoices due to debtors guide and demo video for sending invoice due reminders by email.

Allocate payments

Allocating payments in the Account Statements page info:

  • The Account statements (Back office) pages gives an overview of all debtors invoices per Administration. Clicking on any debtor opens the debtor’s invoice summary allowing for payment allocations directly to an invoice.

  • The Account statements (Back office) page is suited for viewing all due invoices by debtor and quickly allocating received wire transfer payments created in the Payments (Back office) page to due invoices.

  • Debtor’s invoices will show based upon the Administration cut-off invoice date, this is set on activation. See Activating an Administration for more information.

See Account statements: How to allocate wire transfer payments to a debtor's invoices in the Accounts statements page for details how to page for allocating wire transfer payments in the Account statements page.

Send by reminder email for invoices due

See How to send reminder emails for invoices due to debtors guide and demo video for sending invoice due reminders by email.

Sending reminder emails for due invoices is available from using the ‘SEND REMINDER’ button.

Debtor detail

Shows the expanded debtor’s details.

  • Debtor name (Contact Number)

  • Debtor address (Address 1, Address 2, Zipcode, City, State, Country)

  • Email 2 (Back office)

Clicking on the details table will open a ‘View debtor’ menu for a direct link to the debtor’s details page.

Account Summary

Displays the summary of amounts for the debtor’s invoices.

  • Grand total: the sum of all invoices total amounts

  • Amount paid: the sum of all paid invoice amounts.

  • Balance due: the sum of all outstanding invoice amounts that have not yet been paid ('Grand total' - ‘Amount paid’).

Due invoices / Paid invoices table

Displays list of invoices (based on the Administration invoice cut-off date).

Column

Description

Example

Column

Description

Example

Invoice

The invoice number.

Invoice Date

The invoice date.

Due date

The invoice due date, based upon the credit days term for the debtor. This date is calculated from ‘Invoice date’ + ‘Credit term days’.

Days past due

The amount of days past the due date (based on current date).

Form of payment

The form of payment for the invoice.

Grand total

The total amount of the invoice.

Amount due

The total amount due that requires payment.

Amount paid

The total amount that has been paid.

State

The invoice workflow state.

Orders

The amount of orders that are batched into the invoice.