Accounting Collection

Using the Collections Module

The Collections module helps you manage customer balances, invoices, and finance charges efficiently. Below is a guide to accessing and navigating this module.

Accessing the Collections Module

1. Go to Accounting > Collection from the main menu.

Top Menu Options

From the top menu bar, you can:

• Filter balances: Show Positive, Negative, or All balances.
• Set the “As Of” date: View balances as of a specific date.
• Run reports: Generate multiple collection-related reports.

Main Grid Overview

The main grid displays:

• Customer balances based on your selected filter (Positive/Negative/All).
• Columns for:
  • Total balance
  • Current balance
  • Three aging brackets (30-day intervals)
  • Over 90 days
  • Finance Charges (by default)

Tip: Columns are editable using the Field Chooser, just like in other modules.

Additional Options via Right-Click

When you right-click on any customer in the Collections module, you’ll see additional options for managing accounts:

• Add Payments / Credit Memos
• Reporting and Statements (see Running Monthly Statements for more information)
• Credit References
• Edit and Export to Excel
   

Right-Side Grid

• Displays All Invoices for the selected customer from the main grid.
• Switch between:
  • Collection Items
  • Finance Charges
• Use the two tabs on the bottom bar to toggle views.

Additional Options via Right-Click on Balance Activity

When you right-click on any Balance Activity in the Collections module, you’ll have access to these options:

• Edit Invoice
  Opens the related invoice for review or modification.

• Use Credit Memo
  Apply an existing credit memo to the selected balance.
• How to add a Credit Memo

• Issue Refund
  Process a refund for the customer.

• Make Balance Adjustments
  Adjust the balance manually if needed.

• Print and Export to Excel
  Print the details or export them for external use.

Collection Tab Actions

• Double-click a negative balance Credit Memo: Opens the Credit Memo window, where you can apply a Credit Memo or a Debit Balance Adjustment.
• How to add a Debit Memo

• Open a Payment item: Opens a window to apply payments.
• How to add a Payment

• Click an Invoice item: Opens the Invoice Information page.

Finance Charges Tab

• Displays finance charges by invoice.
• Double-click an item: Opens the related invoice.

At the bottom of the right-side panel:

• Add and save customer-level notes.
• View contact details for the selected customer.