Advanced Account Manager
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The advanced account manager in Onyx has two working modes, 'Statement Due after Credit Terms' and 'Invoice Due after Credit Terms' and you select the mode from the Account Manager ribbon:
'Statement Due after Credit Terms'
In this mode all invoices are immediately payable but the customer is given Credit Term Days to pay the statement.
For a customer with 0 days credit terms the standard statement will print 'Payment Now Due', but for a customer with 20 days, the statement will print 'Payment due by 20/07/2015' (i.e 20 days after the statement end period). This mode does not currently support accounts with more than 30 day terms.
'Invoice Due after Credit Terms'
In this mode an invoice becomes payable Credit Term Days after issue, so for example an invoice created on 01 June 2015 on a 20 day account becomes payable on 21 June 2015. This mode supports credit terms larger than 30 days.
When you open the account manager you will see
First enter the date range for customer statements, here we're selecting June 2015. Once done you'll see
The account manager shows you a list of all customers who had a balance at the end date of the statement period. So in this case, the above accounts all had a balance on 30 June 2015. It's important to remember that the account manager shows you 'Dated' balances, what this means is that the account manager shows you the state of the customer account as it was on the end date, even if the account has since had new sales or payments recorded against it.
In the above image you will see that the 'Account Customers' button is pressed, this will limit the display to customers that you have marked as account customers (this stops you seeing normal customers who have outstanding invoices but who you wouldn't ordinarily send statements to).
The upper area of the display is the account list, this has several columns:
It is likely that you will not need to use all of the data, it really depends on how you work.
The lower left area of the screen shows any sales invoices that are due in the statement period, the centre shows payments received in the statement period and the lower right shows the account details:
So to look at account LLL in the above image, which is using 'Invoice Due after Credit Terms' mode:
On 1 July 2015 we created a statement for account LLL and the account manger looked like this:
We can see that LLL's full account balance is £95.81 but as we're creating a statement for 1 - 30 June 2015 only invoices before the end date are included in the statement. In the statement period Invoice Number 15954 was created (3 June 2015) for £39.95. LLL's account was clear prior to the statement start date (1 June 2015) so there is no 'Brought Forward' amount. Notice that the 'Statement Balance' column is red, this is indicating that the statement is unpaid, but as it's only the 1st June 2015 we can ignore this.
Fix 'M' Up motors has a policy of issuing statements at the beginning of the month and then chasing unpaid statements after 14 days, so we return to the account manager on 14th June 2015 to see what's outstanding, we enter the same statement range (1 - 30 June 2015) and then check for red entries in the 'Statement Balance' column.
Here's how the account manager looks on 14 July 2015:
So from the above we can see that the original statement for 1 - 30 June 2015 was for £39.95 (Statement Total Column or Total for Period entry), but that today (14th July 2015) the statement is overdue, but for a lesser amount (£19.95). This is telling us that LLL have made a part payment of £20 (see Payments Post Period entry) against the statement, leaving £19.95 still due. If we're happy with this we don't need to do any more, but if we want to remind them to pay the rest then we can send an Over Due statement.
When you print a statement, you may decide that you also want to include all the invoices that were created in the statement period (or if in 'Invoice Due after Credit Terms' mode, the invoices that have become payable), you can do this by pressing the lower half of the print buttons
Print the statement with copies of all invoices created in the statement period
You can view most of the records by double clicking them, but remember to press refresh when you're done so that changes can be taken into account.
From the Account Manager, select the relevant account and then press 'Bulk Payment', Onyx will then show you a list of outstanding invoices (if there is an invoice that you don't want to pay then untick it on that screen), then simply enter how much the customer has paid you and Onyx will run through the invoices, in date order (oldest get paid first) until it has allocated the complete payment, i..e
Account has 3 outstanding invoices
Invoice 1 - 1st Jan - Outstanding £100
Invoice 2 - 3rd Jan - Outstanding £100
Invoice 3 - 17th Jan - Outstanding £100
The customer makes a payment of £250, using the bulk payment option Onyx would pay invoice 1, then invoice 2 and then £50 from invoice 3.