Advanced Account Manager

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The advanced account manager in Onyx has two working modes, 'Statement Due after Credit Terms' and 'Invoice Due after Credit Terms' and you select the mode from the Account Manager ribbon:





'Statement Due after Credit Terms'


In this mode all invoices are immediately payable but the customer is given Credit Term Days to pay the statement.

For a customer with 0 days credit terms the standard statement will print 'Payment Now Due', but for a customer with 20 days, the statement will print 'Payment due by 20/07/2015' (i.e 20 days after the statement end period). This mode does not currently support accounts with more than 30 day terms.


'Invoice Due after Credit Terms'


In this mode an invoice becomes payable Credit Term Days after issue, so for example an invoice created on 01 June 2015 on a 20 day account becomes payable on 21 June 2015.  This mode supports credit terms larger than 30 days.



When you open the account manager you will see




First enter the date range for customer statements, here we're selecting June 2015.  Once done you'll see




The account manager shows you a list of all customers who had a balance at the end date of the statement period.  So in this case, the above accounts all had a balance on 30 June 2015.  It's important to remember that the account manager shows you 'Dated' balances, what this means is that the account manager shows you the state of the customer account as it was on the end date, even if the account has since had new sales or payments recorded against it.


In the above image you will see that the 'Account Customers' button is pressed, this will limit the display to customers that you have marked as account customers (this stops you seeing normal customers who have outstanding invoices but who you wouldn't ordinarily send statements to).


The upper area of the display is the account list, this has several columns:



Account - The account name of the customer


Full Balance - The account balance as it stands in real time


Dated Account Balance - The account balance as it stood at the statement end date (for example account LLL has a Full Balance of £0.00 but a dated balance of £39.95, this indicates that LLL has made a payment on a date after the statement end date and now the account is clear)


0-30 Days, 31-60 days etc - These columns show the age of the outstanding dated balance


Statement Total - The total of the statement as it will be printed using the dated account totals


Statement Balance - The total of the statement using today's date (i.e. any subsequent payment on the account have been applied).


It is likely that you will not need to use all of the data, it really depends on how you work.


The lower left area of the screen shows any sales invoices that are due in the statement period, the centre shows payments received in the statement period and the lower right shows the account details:



Brought Forward - Details any sales amounts that are still outstanding from before the statement period


Payments in Period - Details the total of payments received against the account in the statement period


Sales Due in Period - Totals any new sales (that are now payable, depending on the account credit terms) in the period


Total for Period - Shows the total for the statement


Payments post period - Totals any payments that have been made against the account after the period


Current Balance - Shows the account's real time balance


So to look at account LLL in the above image, which is using 'Invoice Due after Credit Terms' mode:


On 1 July 2015 we created a statement for account LLL and the account manger looked like this:




We can see that LLL's full account balance is £95.81 but as we're creating a statement for 1 - 30 June 2015 only invoices before the end date are included in the statement.  In the statement period Invoice Number 15954 was created (3 June 2015) for £39.95. LLL's account was clear prior to the statement start date (1 June 2015) so there is no 'Brought Forward' amount.  Notice that the 'Statement Balance' column is red, this is indicating that the statement is unpaid, but as it's only the 1st June 2015 we can ignore this.


Fix 'M' Up motors has a policy of issuing statements at the beginning of the month and then chasing unpaid statements after 14 days, so we return to the account manager on 14th June 2015 to see what's outstanding, we enter the same statement range (1 - 30 June 2015) and then check for red entries in the 'Statement Balance' column.


Here's how the account manager looks on 14 July 2015:




So from the above we can see that the original statement for 1 - 30 June 2015 was for £39.95 (Statement Total Column or Total for Period entry), but that today (14th July 2015) the statement is overdue, but for a lesser amount (£19.95).  This is telling us that LLL have made a part payment of £20 (see Payments Post Period entry) against the statement, leaving £19.95 still due.  If we're happy with this we don't need to do any more, but if we want to remind them to pay the rest then we can send an Over Due statement.



When you print a statement, you may decide that you also want to include all the invoices that were created in the statement period (or if in 'Invoice Due after Credit Terms' mode, the invoices that have become payable), you can do this by pressing the lower half of the print buttons



Print the statement with copies of all invoices created in the statement period


You can view most of the records by double clicking them, but remember to press refresh when you're done so that changes can be taken into account.



Bulk Payment


From the Account Manager, select the relevant account and then press 'Bulk Payment', Onyx will then show you a list of outstanding invoices (if there is an invoice that you don't want to pay then untick it on that screen), then simply enter how much the customer has paid you and Onyx will run through the invoices, in date order (oldest get paid first) until it has allocated the complete payment, i..e


Account has 3 outstanding invoices


Invoice 1 - 1st Jan - Outstanding £100

Invoice 2 - 3rd Jan - Outstanding £100

Invoice 3 - 17th Jan - Outstanding £100


The customer makes a payment of £250, using the bulk payment option Onyx would pay invoice 1, then invoice 2 and then £50 from invoice 3.