If your job description includes the management of customer accounts then this is the information you require to perform you tasks.
Print this out and index the pages. Follow the procedures and within a few weeks it will all become second nature.
In this training session we are going to review the following processes:
How to:
- Closing Invoices
- Identify accounts that require receipt allocations
- Allocate a receipt against a single invoice
- Unallocate a receipt
- Allocate a receipt against multiple invoices
- Adjust aging information
- Stop Credit
- Set follow up reminders
- Work with overdue accounts
- Statement Run
1:0 Closing Invoices
It is imperative that when you have completed an invoice, that you close the invoice so that the invoice can be:
a) Identified as being concluded
b) Show in the customer's account
Many people tend not to close the invoice which is a huge mistake. Not closing the invoice causes a lot of issues so please make sure to close the invoice by simply:
2:0 Identify accounts that require receipt allocations
Receipts can be introduced into SoEasy several ways:
- Receive a payment at the time of creating an Invoice: No further allocation required
- Receipt a payment against the customer's account. You are prompted to allocate the payment at the time of recording the recipt
- Importing transactions from your Bank's Web Page. You have to allocate the receipt after the import.
Method 1: The Platform Main Menu Screen
If you import transactions from your Bank's Web Page into SoEasy, as a Debtors receipt is processes a list of allocation requirements is built for you.
We will discuss the technique of allocating receipts shortly.
Method 2: Reviewing the Receive Payment Screen
1. From the Platform Mein Menu, select 'Debtors'. This will bring you into the Debtors Management Menu.
2. Select 'RECEIVE PAYMENTS'
That was two totally different methods of identifying allocation of receipts required.
It is very important to allocate receipts. If you do not do this, your debtors ledger can become a very serious mess that is very difficult to resolve.
The best practice is to allocate receipts every day.
There are two allocation scenarios:
3:0 Allocate a receipt against a single invoice
In this situation we have one receipt that is definitely for one invoice.
IMPORTANT! If there is one payment for multiple invoices, use the next technique.
4:0 Unallocate a Receipt
If you make a mistake in allocating a receipt, don't panic. It's easy to fix.
5:0 Allocate a receipt against multiple invoices
There are two scenarios:
i. The customer has NOT supplied a remittance
ii. The customer has supplied a remittance
If the customer has NOT supplied a remittance and you are unsure about how to allocate the receipt, go to the "Ages" screen and see if the amount they have paid equates to a specific aged amount.
If so use the Tag Receipts Screen as detailed next..
If you cannot easily identify what the receipt is for, you may like to save yourself a lot of problems by contacting the customer and asking them which invoices they would like their payment allocating against?
In our experience, if you take it upon yourself to allocate the payment without the customer's record, you may find yourself constantly in contact with the customer and resolving their complaint about your allocations.
If you do have to edit their account through incorrect allocations, you may find yourself also needing to resolve the Aging issue. (See Age of Accounts are incorrectly aged)
The Tag Receipts Method
1. Go to the 'Tag Receipts' screen.
The Tag Receipts Screen
2. Work through the 'Approved Amt' column:
a) At first, approve a single receipt/credit note. You can select multiple receipts but it is best to do this process one receipt at a time..
b) Then approve the invoices you want to allocate the receipt to by clicking on them.
If you want to edit or delete an amount approved, click on the amount and a dialog box will allow you to set the approved amount to zero and any value.
3. At the bottom of the screen there is a balance showing. Use this to guide you through the allocation process.
4. Once you complete the allocations, and the balance is zero (or equals the amount you intend to receipt), select the 'Receive Approved Payments'
5. If you are going to process another receipt/credit note, it is best to exit the screen by using the 'Return' button and then come back into the feature.
6:0 Adjust Aging Information
7:0 Stop Credit
Applying and working with Stop Credit features is covered here.
8:0 Set follow up reminders
Follow up of overdue accounts is an essential part of accounts management. Setting reminders keeps us in control of the follow up process.
At the 'Receive a Payment" screen:
9:0 Work with overdue accounts
Overdue accounts are the worst possible scenario for a company. Of all the things that can happen this is right at the top of the list.
If it is your job to chase overdue accounts, be consistent.
The best cure is prevention
The first step of managing overdue accounts, is to not let them happen.
Soeasy has an Advanced Debtors management system that you may like to engage that sends warning, adds charges automatically, and chases accounts by it' self. 
Before providing credit
1. Can we receive a deposit/full payment before we start the job?
2. If a deposit, clearly identify the terms of the balance
3. If a doubtful debt, can we arrange a regular weekly payment?
4. If extending any significant credit, get a personal guarantee and list your interest with the Personal Property Security Register
5. Establish a credit contract
6. Get it signed and keep a safe copy
7. Get delivery documents signed for and keep copies
8. A payment that is 3 days overdue is overdue. Follow it up and keep on top of the process
9. Do not be shy about asking for a payment. Many small businesses save a lot of time and effort by getting the customer to pay up-front.
VERY IMPORTANT: CLOSE INVOICES. SoEasy does not update the debtor's account until the invoice is finalise through the 'close' procedure.
If invoices are open, you will not get paid for them.
STEP 1: BASIC DEBTORS MANAGEMENT SCREEN
To look at the basic Debtors management functions: From the Platform Main Menu > select Debtors
STEP 2: LIST OPEN INVOICES
Select 'Show Open Invoices" button and the following dialog will appear.
(We have some notes posted on the images for educational purposes.You need to identify which open invoices you should be checking.)
'OK To Close' is a special function that allows a user to flag an invoice as 'OK To Close' but to not actually close it.
STEP 3: CLOSE OPEN INVOICES
Using the 'Show Open Invoices' function we can bring up a list of Invoices to work with.
STEP 4: PRINT INVOICES
Once you have reviewed the invoice, and flagged as many as possible as OK to close, you can print/email the flagged list of invoices to your customers.
The procedure closes the invoices and the customer's account will be updated.
NOTE: Always get people's email address and load them into the database
STEP 5: REVIEW CUSTOMER ACCOUNTS
Anyone who has an account balance can be viewed by selecting "LIST ALL ACCOUNTS'
For the account values to be correct you will need to have:
1. Import your bank statement through the Import Wizard or individually receipted payments against the customer's account
2. Allocated receipts against the relevant invoices
3. Processed monthly statement runs
4. Close open invoices
The list of accounts.
When you click on an entry you can see the customers account details.
STEP 6: GIVE THEM A CALL A DISCUSS THEIR ACCOUNT
If a problem try setting up a regular weekly payment where $xx is paid directly from their account.
Keep notes and set reminders.
If they want a copy of the account details, select the 'Report' button or 'One Off Statement"
10:0 Statement Run
At the end of every month, you must send out a statement run.
Click on the button and follow the process.
End of Help Note.