The Receivables page (accessible through the main navigation bar) has two distinct ways to view information; by 'customers' or by 'invoices'.
The 'Customers' view is the default view when you navigate to the 'Receivables' tab. You can also select the 'Customers' view using the tabs.
The customers view will display all customers pulling through from your accounting system. If you would like to find out more about the invoices 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 tosearch 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 'radio selector' will let you select whether you are viewing by customer or by invoice, if you'd like to view invoices please see the help centre article for 'Invoices View'.
(4) This dropdown option will allow you to change how many 'rows' (or results) you will view on a page before needing to click 'Next page'.
(5) 'Results' is a count of how many customers you have in the current table (when accounting for filters).
(6) The three dots are for 'Batch' editing customers, you can select customers using the checkboxes on the left hand side of the page and then change their chasing status on bulk by using this options panel.
Customers Table & Filters
The 'Customers' view table has five columns:
- Customer: This is your customer's organisation's name, as set in your accounting system
- Overdue: Overdue is a summary of the total invoices overdue (not yet past due date) for the relevant customer (note: this amount is not reduced by credit notes or unassigned payments)
- Outstanding: This is the total of all invoices that are outstanding (e.g. have been issued and not yet paid) for a particular customer.
- Schedule: This is the chasing schedule that a customer belongs too (currently set in 'Settings' > 'Schedules' > 'Assigned too')
- Customer Status: This is the customers chasing 'status', a customer that is 'Chasing' will have all new invoices assigned automatically to 'Chasing', and will be chased according to the relevant 'Schedule'. Clicking on the 'Chasing' status button in the row will change the chasing status of the relevant customer Note: Changing the chasing status of a customer, will automatically change the chasing status of all underlying invoices.
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) by returning results with specific attributes. Multiple filters can be applied at once (for example you can filter by 'Chasing' customers on your 'Normal' schedule). A filter will either be a 'Customer' or 'Invoice' filter.
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. Customer: The customer can be sorted (A-Z, or Z-A), 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. Overdue & Outstanding: The overdue and outstanding columns can be sorted (ascending or descending).
3. Schedule: You can select (with the checkbox) which schedules you wish to filter by (you can select multiple schedules from this list
4. Customer Status: You can choose to filter by 'Chasing' or 'Not Chasing' customers in your table
Clicking anywhere on the 'Customer' Row will expand the row to display a subtable of invoices:
(1) This link will take you to the 'Customer' page where you can view Customer History
(2) The invoices subtable is split into pages (each page containing 5 invoices) you can navigate these pages using the buttons located here.
(3) This will show you the total number of invoices (within your current filter selection)
(4) This is the 'Batch' options selector, it will become highlighted if you use the checkboxes on the left hand side of the table to select multiple invoices. You can choose to start, or stop, chasing customers on bulk with this option.
You are able to filter and sort invoices within the subtable, and the relevant filters will be added to your selection at the top of the page. Note: to find out more about the Invoices table itself, please see the help centre article on 'Invoices View'.
You can access customer options by clicking the three grey dots on the right-hand side of the customer row.
This will provide you dropdown options for the relevant customer. The options (in order of representation below) allow you to:
- 'add a note' to the customer history which will redirect you to the customer page to do so
- 'Stop chasing' the customer (this is also achievable by clicking on the Customer status 'Chasing' button).
- 'View Customer' within Chaser (taking you to the customer page within Chaser).
- 'Edit in...' your accounting system will take you to the relevant page within your accounting system to add any missing information (in the below case, a missing name).
There are two warnings that you may see in the Customer 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 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 customer 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 customers at once, and alter their chasing status using the bulk selection option.