The Receivables page (accessible through the main navigation bar) has two distinct ways to view information; by 'customers' or by 'invoices'.
The customer view is the default view when you navigate to the 'Receivables' tab. You can also select this view using the tabs.
The customer view will display all customers in your accounting system.
If you would like to find out more about the invoice view, you can find the relevant help centre article here.
- The search box will allow you to enter a partial (or full) invoice number or customer name to search results in the table below.
- The filter button allows you to select filter options; any applied filters will be displayed adjacent to this.
- The radio selector allows you to toggle between the customer or invoice view.
- The results dropdown option illustrates the number of results per page and allows you to change how many results that display on a page before needing to click 'Next page'.
- 'Results' is a count of how many customers you have in the current table (when accounting for filters).
Customers table & sorting
The 'Customers' view table has five columns. Sorting will reorder the below table.
To sort a column, click on the small square symbol:
- Customer: This is your customer's organisation's name, as set in your accounting system.
- Sort this column to view your customers in an alphabetized order.
- Overdue: Overdue is a summary of the total invoices overdue for the relevant customer (note: this amount is not reduced by credit notes or unassigned payments)
- You can sort this column by value of most/least overdue money.
- Outstanding: This is the total of all invoices that are outstanding (e.g. have been issued and not yet paid including before due invoices) for a particular customer.
- You can sort this column by value of most/least outstanding money.
- Schedule: This is the chasing schedule that a customer belongs to, all new invoices for this customer will belong to this schedule by default (you can edit a schedule by hovering on the customer’s schedule and selecting the new schedule, more details below).
- Sort this column to group your customers by schedule, the schedules will list in an alphabetized order.
- Customer status: This is the customers chasing 'status', a customer that is 'Chasing' will have all new invoices assigned automatically to 'Chasing', and will be chased according to the relevant 'Schedule'. Clicking on the 'Chasing' status button in the row will change the chasing status of the relevant customer Note: Changing the chasing status of a customer, will automatically change the chasing status of all underlying invoices.
- Sorting this column will group all customers of the same chasing status.
You can access customer options by clicking the three grey dots on the right-hand side of the customer row.
This will provide you with dropdown options for the relevant customer. The options (in order of representation below) allow you to:
- Add a note to the customer history which will redirect you to the customer page to do so
- Chase now all invoices associated with this customer
- Stop/Start chasing the customer (this is also achievable by clicking on the Customer status 'Chasing' button).
- View customer within Chaser (taking you to the customer page within Chaser).
- Edit in... your accounting system will take you to the relevant page within your accounting system to edit the customer's contact details both in your accounting system and in Chaser.
Clicking anywhere on the 'Customer' Row will expand the row to display a subtable of invoices belonging to this customer:
- This link will take you to the 'Customer' page where you can view 'Customer history'
- The invoices subtable is split into pages (each page containing 5 invoices) you can navigate these pages using the buttons located here.
- This will show you the total number of invoices (within your current filter selection)
- This button allows you to change the chasing status on an invoice; this will not affect the customer's default chasing status.
- The three buttons next to an invoice will open the Invoice options as below, to read more about these options please read our article on 'Invoice view' and 'Chase now':
You can sort invoices within the subtable using the same sorting buttons as the larger customer table (detailed above in Customer table & sorting).
You can also bulk edit the invoices’ chasing status and expected payment date here in the same way as on the invoice tab .
Filtering will narrow down your search (reducing the number of results) by returning results with specific attributes. Multiple filters can be applied at once.
Filters can be cleared using the 'Clear all' button or clicking the small 'x' next to the token.
The following filters are available under the relevant subheadings in the filter button dropdown in the customer view:
- Not chasing
To highlight incomplete contact information in your accounting software which may hinder your chasing.
- Missing email address
- Missing name
To isolate a cohort of customers assigned to a specific schedule
- A list of each schedule
To alter a customer’s default schedule click the edit icon in the schedule column:
From here you can select which schedule you would like to move the customer to, just click to confirm:
All invoices for this customer will now be moved to this schedule, any new invoices for this customer will also be applied to this schedule.
To move an invoice to a schedule that differs to the customer's default schedule go to the invoice page
You can select multiple customers using the checkboxes on the left-hand side of the table. This will activate the 'bulk' options menu (Highlighted blue at the top left-hand corner of the table.
Bulk selection will enable you to select multiple customers at once, and alter their chasing status or schedule using the bulk selection dropdown which will appear in the top-left corner.
There are two warnings that you may see in the Customer table. An 'orange circle' warning, and a 'red square' warning. Both of these warnings can be clicked to you to your accounting system so that you may address the issue.
The 'red square' warning is when an email address is missing from the customer in your accounting system. This will prevent all chasers from being sent:
The 'orange circle' warning indicates a recipient's name is missing within the accounting system. This will not prevent chasers from being sent, but adding the name will help your chasers to look more human: