This guide provides instructions on how to use the open sales invoices view to manage and review accounts receivable. The guide includes the use of search functions, column definitions, invoice grouping and processing, as well as Excel export functions.
CONTENTS
Open Sales Invoices
Open sales invoices provide the user with an accounts receivable view through the following function: Sales > Invoicing > Open Sales Invoices.
Total Receivables
In the accounts receivable view, a "Total Receivables" graphic opens at the top of the page, showing the status of sales receivables either in Graph or Table form. In the upper right corner of the view, the user can choose how they want the information to be displayed.
Basic Search
In the search field below the graph, you can search for sales invoices based on invoice number, reference number, customer, or business ID.
The basic search can be refined from the dropdown menu on the right side of the search field. One or more search terms are selected from the dropdown menu, after which sales invoices matching the search are listed. Search criteria are included in the search when the search window is open. If the window is closed, the basic search works without separate search factors.
"Extended Search"
This functionality is also found in the customer listing and sales invoice list. Based on the search, desired information or search combinations can be retrieved.
"+"- and "-"- buttons add more fields to the search.
"Remove Search Criteria": Removes all information from the search.
"Clear Search Criteria": Clears the search data but leaves the search fields visible.
"Save Changes": The search can be saved for later use. In this case, the search must be given a name.
"Show Columns"
This allows you to define what information you want to be visible in the sales invoice list. Check the desired information to be visible and finally press the "Update View" button. The sales invoice list now shows the desired information in the listing. The selections are saved and remain the same when returning to the view.
There are a few things to note and facilitate use related to columns:
Payment Plan (selected from "Payment Information" section): You can see directly from the list view whether the invoice has a payment plan or not. The link allows you to drill down into the plan itself.
Allocated Credits (selected from "Payment Information" section): Payments and credits recorded on the invoice are now separated. Additionally, for example, when grouped by customer, you can also see the overall situation of that customer - how much of the invoices sent to the customer have been paid and how much has been credited.
Previous Sending Channel (selected from "Sending Information" section): You can easily see how the invoice was last sent. This helps in situations where the customer reports that the invoice has not been received.
"Group"
This allows you to define the basis for grouping the list. By default, the grouping is by invoice status, but if desired, invoices can also be grouped by customer.
"Update View"
When you have made your desired selections for columns and grouping, the "Update View" button updates the accounts receivable view according to your selections.
"Restore Defaults"
This button restores the default settings and selections.
"Save"
"As Excel File": If desired, the search result can be exported to Excel. It takes all possible columns to Excel, even if they are not selected for the view.
"Selected as Excel File": Saves the columns selected for the view to an Excel file.
Row-Specific Action Buttons
This button allows you to process an individual invoice.
The above-mentioned invoice-specific actions can also be performed on multiple invoices at once. This is done by selecting the desired invoices. As invoices are selected, action buttons at the bottom of the page are activated according to what actions can be performed on the invoices.
"Invoice Actions"
This function allows you to select the desired action for multiple invoices at once.
"Process Invoices"
You can select one invoice or choose multiple invoices for batch processing. You can thus process multiple invoices at once regardless of the invoice status. The "Process Invoices" button opens a window where the "Move to Sending View" button takes the selected invoices to the sending process view.
"Process Overdue"
Through this button, you can select overdue invoices for processing. You can reprocess the selected invoices as invoices or send overdue notices in Netvisor. Overdue invoices can also be transferred to collection through this function.
Frequently Asked Questions
Can sales invoice lines be exported to Excel?
Unfortunately, sales invoice lines cannot be directly exported to Excel through the program. However, you can manually copy the invoice lines with the mouse and paste them into Excel, where they retain their format quite well.
Keywords: open sales invoices, accounts receivable, basic search, extended search, grouping, Excel export, invoice processing.
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