Account customers will have aged balances on their account, which depends on the Aging Type on the account. This will then affect how statements and invoices calculate and show due dates (which relates to payment terms). The Aging is set in the Customer screen, in the Other tab at the bottom, in the Aging Type drop-down box.

Aging

There are 4 aging/accounting periods.

Each customer can have a different Aging Type setting, which determines the due date for invoices and charges to a customer account.

For example, if you are using 7 day and you create an invoice on 3 rd  July, this will fall due on 10 th  July, regardless if a statement is printed or not.

Aging

 

E.g.

7 days

due date set 7 days from date of invoice / charge

 

Invoice 3 June – due date 10 June

30 days

due date set 30 days from date of invoice / charge

 

Invoice 3 June – due date 3 July

End of Month (Customer default)

due date set to end of the current month of invoice / charge

 

Invoice 3 June – due date 30 June

End of Following Month

due date set to end of the next month from invoice / charge

 

Invoice 3 June – due date 31 July

 

Statements

  • Running statements are not when aging occurs anymore. We do however, save information on when they were last run, statement balance, etc. Only charges/invoices unpaid on previous statements are considered overdue.
  • Statements will show all outstanding invoices, even ones from previous statements, if unpaid balances remain.
  • Invoices on statement will indicate due date based on Aging Type, by default – with an option to turn this off.
  • Amount currently due and overdue is shown in summary box below – with option for breaking down invoice amounts currently due and amounts not yet due (future invoice due date).
  • Previewing a statement will usually not save any statement information, but make sure to untick the Save Statements (Previously Age) box if there is one. You can then preview your statement to check it first.
  • Send email will save statement information, and can be seen in Reprint Statements. The same for Print , if the box for Save Statements (Previously Age) is ticked.
  • Statements from before Retailer 3, with no outstanding charges/invoices, will not be able to be previewed or reprinted.

 

Invoices

  • Invoices will be given a due date based on Aging Type – examples shown above.
  • Invoices record balance not paid (outstanding) against each individual invoice.
  • Payments / invoice credits / credit balance adjustments can be allocated against outstanding invoice balances – essentially paying them off. When not specified, these will be applied to oldest first, and is affected by settings ( Setup -> System -> Customers -> Auto Allocate Customer Credits ).
  • Payments can have dates edited from the Customer screen, as long as it has not shown up in a statement yet. The date also cannot be pushed back to before last statement, or before Retailer 3 update.
  • Invoice credits to no specific invoice (like unspecified payments) may be allocated to the oldest outstanding invoice.

    Click  HERE  to learn how to do credits to invoices.

  • Invoices can be ‘balance adjusted’ to indicate payment – and a separate balance adjustment (charge) created to maintain balance. One of the new balance adjustments created becomes a payable ‘invoice’.