The Receivables page (accessible through the main navigation bar) has two distinct ways to view information; by customer or by invoice.
The 'Invoices' view can be accessed by clicking on 'Invoices' using the tabs
If you would like to find out more about the customers view, you can find the relevant help centre article here.
(1) The search box will allow you to enter a partial (or full) invoice number or customer name to search the results in the table below
(2) The 'filter box' is where filter options will appear once you've chosen them (see 'Table & Filters' below)
(3) The 'View by' selector will let you select whether you are viewing by customer or invoice, if you'd like to view by customers please see the help centre article on 'Customers View'.
(4) This option will allow you to change how many 'rows' (or results) you will see before needing to click 'Next page'.
(5) 'Results' is a count of how many invoices you have in the current table (when accounting for filters).
(6) The three dots are for 'Batch' editing invoices, you can select invoices using the checkboxes on the left hand side of the page and then change their chasing status on bulk by using this options panel.
Invoices Table & Filters
Note: The invoices sub-table on the 'Customers' view has the same columns and filtering as the 'Invoices' view.
The 'Invoices' view table has five columns:
- Invoice No. / Customer: This is the invoice number within your accounting system, and which customer that invoice belongs too.
- Due: This is the due date of the relevant invoice.
- 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 total amount, in this case you can hover over the amount to see what the 'total' of the invoice was)
- 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 are able to hover over the template to see a preview of the chaser that is to be sent out.
- Expected: This is the 'expected payment date' of the relevant invoice (which can be inputted within Chaser, and some accounting systems).
- 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').
Filters & Sorting
The above columns are all sortable, and some are able to be filtered. To filter or sort a column, click on the small square symbol to activate a dropdown:
Sorting will reorder the below table, and Filtering will narrow down your search (reducing the amount of results).
Clicking a filter (ordinarily a checkbox in the dropdown) will result in a small 'token' being generated that will appear in the space above the table. The 'empty state' (when there are no filters applied) looks like this:
When you choose a filter, a token will be generated:
This can be cleared using the 'Clear all' button or clicking the small 'x' next to the token.
Each column has it's own sorting / filtering options:
1. Invoice No. / Customer: The invoice number can be sorted (ascending or descending), or can be filtered by missing email address (when the customer does not have an email address in the relevant accounting system and therefore can't be chased) or name (when the recipient of a chaser does not have a first and last name assigned in the accounting system).
2. Due: Due date can be sorted (earliest-to-latest, or latest-to-earliest)
3. Outstanding: The outstanding column can be sorted ascending or descending.
4. Next Chase: The 'Next chase' can be sorted (earliest-to-latest, or latest-to-earliest)
5. Expected: The expected payment date can be sorted (earliest-to-latest, or latest-to-earliest)
6. Invoice Status: You can choose to filter by 'Chasing' or 'Not Chasing' invoices in your table
You can access invoice options by clicking the three grey dots on the right-hand side of the invoice row.
This will provide you dropdown options for the relevant invoice. The options (in order of representation below) allow you to:
- 'Chase Now' will link you to a page to send a chaser immediately instead of waiting until the next scheduled chase.
- 'Stop (start) chasing' will change the invoices status, in the same way that clicking the invoice status button will.
- 'View invoice' will allow you to view the invoice within Chaser.
There are two warnings that you may see in the Invoices table, both are related to the Customer. 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 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 it will help them to look more human:
You are able to 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 right hand corner of the table.
Bulk selection will enable you to select multiple invoices at once and alter their chasing status using the bulk selection option.