Receivables: Invoice View

Receivables: Invoice View

General

 

The Receivables page (accessible through the main navigation bar) has two distinct ways to view information; by 'customers' or by 'invoices'.

 

The 'Invoices' view can be accessed by clicking on 'Invoices' using the tabs.

 

If you would like to find out more about the customer view, you can find the relevant help centre article here.

 

Page Details

 

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  1. The search box will allow you to enter a partial (or full) invoice number or customer name to search results in the table below.
  2. The filter button allows you to select filter options and display any applied filters. 
  3. The 'radio selector' will let you select whether you are viewing by customer or by invoice; if you'd like to view customer- level information please see the help centre article 'Customer View'.
  4. This dropdown option will allow you to change how many results you will load per page before you need to click 'Next page'.
  5. 'Results' is a count of how many invoices you have in the current table (when accounting for the currently applied filters).

Invoice Table & Sorting

Note: The invoices sub-table on the 'Customers' view has the same columns and sorting as the 'Invoices' view.

The 'Invoices' view table has five columns.

To sort a column, click on the small square symbol to activate a dropdown:    

  • Invoice No. / Customer: This is the invoice number within your accounting system, and which customer that invoice belongs too. To choose which field to sort by select the relevant checkbox in the dropdown.
    • The invoice number can be sorted (ascending or descending)
    • The customer name can be sorted A-Z or Z-A
  • Due: This is the due date of the relevant invoice.
    • Due date can be sorted (earliest-to-latest, or latest-to-earliest).
  • Outstanding: This is how much is currently outstanding for the invoice (note: if the outstanding amount is underlined it indicates it is different from the original total amount, in this case, you can hover over the amount to see what the 'total' of the invoice was).
    • The outstanding column can be sorted by ascending or descending order.
  • Next Chase: The 'Next chase' column displays when the next chase is going to be sent (top line) and which template is going to send (bottom line). The number in front of the template name indicate how many chasers have been sent about this specific invoice. You can hover over the template to see a preview of the chaser that is to be sent out.
    • The 'Next Chase' can be sorted (earliest-to-latest, or latest-to-earliest).
  • Expected: This is the 'expected payment date' of the relevant invoice (which can be inputted within Chaser and some accounting systems). This can be edited using the pencil icon. Find out more about expected payment dates and their uses here.
    • The expected payment date can be sorted (earliest-to-latest, or latest-to-earliest). 
  • Invoice Status: This is the invoice's 'chasing' status (e.g. whether or not it is being automatically chased). Invoice's that are 'Chasing' will be chased according to the schedule they belong too. By default, a new invoice's chasing status will reflect that of the underlying customer (e.g. if the customer is 'Chasing', a new invoice raised for that customer will also be 'Chasing').
    • Sorting this column will group all invoices of the same chasing status.

 

 

Invoice Options

You can access invoice options by clicking the three grey dots on the right-hand side of the invoice row.

This will provide you with dropdown options for the relevant invoice. The options (in order of representation below) allow you to:

 

  • Add Note will allow you to add a note and attach it to the selected invoice.
  • Chase Now will open a module allowing you to send a chaser immediately instead of waiting until the next scheduled chase. To find out more about ‘Chase Now’ you can read our help centre article regarding it here.
  • Stop/Start chasing will change the invoices’ status, as will clicking the invoice status button.
  • View Invoice will allow you to view the invoice page within Chaser.
  • View Customer will allow you to view the customer page associated with this invoice.

 

Filters 

Filtering will narrow down your search (reducing the number of results) by returning results with specific attributes. Multiple filters can be applied at once. 

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To filter your results click the  '+ Filter' button and select the desired filter to produce a 'token'. This will appear above the customer table. 

Filters can be cleared using the 'Clear all' button or clicking the small 'x' next to the token.

Screenshot_2020-01-16_at_13.51.50.png

 

 

The following filters are available under the relevant subheadings in the filter button dropdown in the invoice view:

Status

  • Chasing
  • Not Chasing 
  • Paid

Missing information

To highlight incomplete contact information in your accounting software which may hinder your chasing.

  • Missing email address 
  • Missing name 

 

 

Bulk Selection

You can select multiple invoices using the checkboxes on the left-hand side of the table. This will activate the 'bulk' options menu (highlighted blue at the top left-hand corner of the table).

 

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Bulk selection will enable you to select multiple invoices at once, and alter their chasing statuses or expected payment dates at the same time. If the invoices you select belong to the same customer, you can group them to send immediately using ‘chase now’.

 

 

Warnings

There are two warnings that you may see in the invoice table. An 'orange circle' warning, and a 'red square' warning. Both of these warnings can be clicked upon to access your accounting system and address the issue.

 

The 'red square' warning is when an email address is missing from the invoice's customer in your accounting system. This will prevent all chasers from being sent:

 

 

The 'orange circle' warning is for when a recipient First name/Last name is missing within the accounting system. This will not prevent chasers from being sent, but adding the name will help your chasers to look more human:

 

 

 

 

 

 

 

 

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