The "Accounting" function is the place to go to invoice, chase payments/reminder, add payments and most other handling of your invoices and payments.
This guide will go through
- Accounting page overview
- Adding payments manually
- Sending reminders
- Setting up debt allowance/installment types on payers.
1. Accounting page Overview
All orders that have been posted (invoiced), and their corresponding payments can be seen on the Accounting page. All orders will have a payment status as:
- Pending (order have been posted but, not paid, but also not due yet)
- Paid (order have been settled)
- Overdue (order is due and have not been paid yet)
- Installments (order is overdue, but payer have a installment type/debt allowance)
It is possible to filter on the Payment category, Rate, Payment status.
Be aware – to view all pages for your filter/search you can load them all in the bottom of the page – important when sending out messages!
A quick search function is available for Payer name or Order number in the top left side, or press the filter icon and more search fields are available:
To view Payers orders and payment press in the right-hand column. When expanded, it is possible to see payment status, full balance, overview of all orders and payments – press order or payment number to see details of these.
- Link to the payers profile to see more details.
- Extract invoice as PDF. Customized invoice template can be ordered at Speedadmin support.
On the right side of the payer list you will see an overview of the Balance of the account, and the amount of the order that are either pending, paid or overdue.
The balance will sum up all orders and payments of the payer. But for pending, paid and overdue it will show the full amount of the order, as the payment is not allocated to the order before it can be fully paid.
The balance will be the current balance - all orders and payments. But ve aware that the amount og the other statuses will always be the full amount of the chosen rate, so part payments or overpaid will not be shown - this will only be reflected by the balance.
2. Add payments manually
To add payments that is not done by credit card or Direct debit follow this guide:
- Go to Accounting
- Search the payment/payer you want to add payments for.
- Open the payment info for the payer and choose how you want to add payment:
“Add payment” you can enter amount + method as Cash, Checque or Bank transfer + a note for the payment:
When entering the amount the system will notify how many orders will be covered, and show new balance.
“Add online payment” you will be transferred to the Secure Trading portal to enter Credit card type and details. (this can be use for taking payments over the phone).
When payment covering a full order is added, the status will be changed to “Paid”.