Account Statements Screen (Back office)

Introduction:

The Accounts statements back office tab allows payment allocation to debtors and shows an overview of all debtor's account balances per Administration; showing all invoices due and paid (based upon an invoice cut-off date).

Enable the Account Satements Screen

To enable the Accounts statements back office screen for a user, the following user role authorizations are required:

WireTransfer command,
BackOfficeOrder entity (view),
Invoice entity (view),
Payment entity (view, add, edit).

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.
- Send by email: Send PDF Due Invoices report by email to debtor.
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
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. Click here to show an example of when no Administration is filtered...
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. Click here to show an example of filtering on Debtor when no Administration is filtered...
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. Click here to show example of 'Only past due' filter enabled...

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.

It generates 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
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.

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.

Send by reminder email for invoices due

Due invoices: Generates an invoice report summary page showing invoice totals, along with each individual invoice PDF.
Send Reminder: Sends a reminder email for due invoices.
Email settings: See AccountStatement Email Message Settings for changing default email template text.

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
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.

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