Open Invoices

Open Invoices

This document will cover how to review open invoices in Savance Enterprise. The Open Invoices

screen allows the user to display a list of all unpaid invoices and easily follow up on each one. An

“open invoice" is simply an invoice with an outstanding balance

Viewing Open Invoices

• To view all open invoices, go to Accounting > Accounting Manager > Open Invoices (which is in the Accounts Receivable section). This will bring up the Open Invoices screen.

  

• You have a couple of filtering options. You can search for all open invoices, or you can search only within a specified date range. You also have the option to search for a specific customer, only invoices greater than X number of days, or only invoices that have a greater balance than what is specified. Once you are finished configuring the filters, click the Search button on the top-right.

  

• There are a couple of things that need to be noted as far as what the columns mean. Below is a list of each column and a brief description of what it is for.

  • Customer - This is the name of the customer you are viewing. You may click on the customer's name to open up the corresponding account in the Account Manager.

  • Due Date - This will show up for each invoice. It is the day that the invoice is supposed to be paid by.

  • Invoices - At the top for each customer's section, there will be a bold number that represents the number of open invoices for this customer. Underneath that is a list of each invoice number for open invoices. You may click on the invoice number to open up the corresponding invoice.

  • Original Balance - This is the original balance for the invoice. This does not include any payments or credit that have been applied to the invoice.

  • Balance - This is the original balance minus any payments that have been disbursed to the invoice. This amount will be the same as the Original Balance if no payments have been made. At the top of the list (at the customer level), you can see the total of all invoice balances for this customer.

  • Days Past Due - This is how long the invoice has gone past the Due Date without being fully paid. At the top in the customer level, it will show the largest value for days past due. In other words, it will display the Days Past Due for the most overdue invoice.

  • Last Follow-Up - This is the date of the last follow-up with the customer on this invoice. This is determined based on the last note generated within the invoice (which will be discussed in a later section). If no date shows up here, that means that no notes have been put on this invoice.

Managing Invoices and Payments

• As previously stated, you may open an invoice from the Open Invoices screen by clicking on the corresponding number below the customer's name. This will allow you to view details on the invoice such as the Order Status history, the Dispatch history (for what was emailed, faxed, or printed), payment history, etc. You can view details on the Balance Due in the Invoicing tab, as seen below.

  

• In this section, you have a couple of options. If you would like to apply a deposit, you can click on the button next to the amount for Deposit Applied. You may also apply a credit if the customer has any credit due to a return or an overpayment. Again, this can be done by clicking on the button next to the amount for Credit Applied. And finally, you can submit a payment for the invoice by clicking on Enter Payment. This will bring up the Receive Payments window, as seen below.

  

• You may change any of the payment information at the top before processing the payment. You may also add an optional comment and print a receipt or the invoice (if applicable). Finally, enter a payment amount at the bottom, and then click Accept Payment. Once you have submitted full payment, the invoice status will change to "Paid in Full". If you go back to the Open Invoices screen, you will see that the Balance has changed to "0", and the line will disappear once you refresh the screen since this invoice is no longer considered an "open invoice". If this was the last open invoice for the customer, the entire customer will disappear from the list since the account no longer has any open invoices to be displayed.

Following Up

• The last option that you have is to create a "Follow Up" with the customer if this applies to your organization. This will change the date in the Last Follow-Up column so that you know when the last communication with the customer was for this invoice. To indicate that you've followed up with the customer on the invoice, open the invoice by clicking on the invoice number. If you go to the Notes tab in the invoice, you can see all notes that have been entered for this customer, as seen below.

  

• To add a note, you may click the Add button on the right. You may select a note and click Edit if you would like to change an existing note. If you would like to create a follow-up, simply change the Type to "Follow-Up", as seen below. Type in a subject and a message, and then click Save.

  

• Once you save the note, it will be added to the list in the notes section. It will display the date and time that the note was added, which will correspond to the Last Follow-Up column in the Open Invoices screen. The latest date on these notes will be the date that shows up in the Open Invoices screen. This is a helpful way for you to see at a glance when you last followed up with a customer on an invoice that is past due or is almost past due. Remember that this column will be blank if no notes have been added for this account.