Emailing Statements to Charge Customers

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Emailing Statements to Charge Customers

 

Overview

This document will explain how to set up charge (Accounts Receivable) customers to receive statements via email, rather than in printed form.

 

Setting Up the Customer to Receive Statements Via Email

Go into the Accounts Receivable module.

01

Click on the Edit Customer button to view the list of A/R customers.

02

Locate the desired customer and click OK.

03

Enter the customer’s email address, and check the box to email statements. Choose whether to use the customer’s main email or enter an alternate one. Click OK to save the changes.

 

Emailing a Statement to a Single Customer

04

While in Accounts Receivable, go to Reports, Email Single Statement.

05

Highlight the appropriate customer and click OK.

06

Select the format for the statement, and enter up to two message lines.
Click OK.

07

The above message will display when the statement has been emailed.

The statement will be sent as a PDF attachment to the email. The customer will need a PDF reader (such as Adobe Acrobat) installed on their computer to view the information.  Below is an example of a statement:

08

 

Emailing Statements to all Customers

09

To email statements to all customers that you have set up to receive email statements, go to Accounts ReceivableReportsEmail All Statements.

10

Select the format for the statements, and enter up to two message lines. Choose whether or not to email statements to customers with a zero or negative balance. Click OK.

11

The screen above lists how many statements were successfully sent and if any emails failed. It will also show the path to a log file containing more detailed information. Make note of the file, and click OK to continue.

12

Next the program will ask if paid transactions are to be cleared. Note that this will clear all paid transactions for all A/R (Charge) customers, regardless if their statements are emailed or printed. Be sure the paper statements have been printed for the month before selecting Yes above.

 

 

 

 

 

Printing a List of Transactions (Debit Memos, Credit Memos, Service Charges, etc.)

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Printing a List of Transactions (Debit Memos, Credit Memos, Service Charges, etc.)

 

Overview

Several types of transactions can be entered for an A/R customer in the StockTrac® Accounts Receivable module. These include:

  • Credit Memos
  • Debit Memos
  • Discounts
  • Receipts
  • Service Charges

If you use an accounting package such as QuickBooks, it is important to note that these transactions will NOT automatically transfer to that package. You will need to make manual entries for these transactions in your accounting package. A report that was added in version 3.2 of StockTrac®  – The A/R Transaction Report – provides a way to create a list of each type of transaction for a specified date range.

 

Overview

To run the A/R Transaction Report, go into the Accounts Receivable module. Click on the Reports drop down menu, and then on A/R Transaction Report.

Crop

The following screen will display:

Window Capture

Enter the type of transaction you want printed, the period and the date range. A report similar to the following will display:

report

 

 

MyFleetCenter Overview

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MyFleetCenter Overview

 

To turn on MyFleetCenter, you need to be on StockTrac® Enterprise version 3.1.2 or later (your version number can be found in the bottom right-hand corner of the Main Menu Screen).

To turn the feature on, you will need to be have the Integration Subscription. Please contact our Support Department for assistance if you are not yet subscribed.

 

Step 1: Set Up an Account in Accounts Receivable

First, we will need to set up an account in Accounts Receivable that will collect all of our MyFleetCenter charges as a Billing Center. From the Main Menu, go into the Accounts Receivable module.

Click on the Edit Customer Button. Click on the New Button on the next screen to add a new “customer”.

Fill in a minimum of the information highlighted on the next page. Enter a Last Name, set the Customer Type to Billing Center, enter a Phone Number and an Account #. This is your internal account to help manage what has gone to MyFleetCenter. The information you enter and account number you choose is up to you.

 

Step 2: Turn on MyFleetCenter

Now we are ready to turn it on. In the Configuration module, you will need to go to Shop, Integrations, Miscellaneous, and then MyFleetCenter.

You will be taken to MyFleetCenter Setup, and this screen will display.

Check the box to EnableMyFleetCenter. Fill in your Store Number from MyFleetCenter, and make sure that the Base URL: shows what you see on the above screen. Finally, select the A/R account that you set up in the previous step for Billing Center for Charges. Click OK to save the changes.

 

Step 3: Import YourMyFleetCenter Customers

This information will come from a list that MyFleetCenter has prepared for your shop specifically. Go into the Sales Module and select Fleet and Import MyFleetCenter Customers.

If any new customers are found for your shop, this screen will appear.

The top screen will show the first account we have hit. The bottom part of the screen will find the closest match to this customer in your customer data file. Your options are then to Match With This Customer, Create New Fleet Customer, Skip (this customer), or Cancel (the operation).

If you skip on a Fleet Customer, you can come back later and run this again. They will keep reappearing in the list until you do something else with them.

This is the “on demand” way to grab these customers. This operation will also fire off when you are closing your day in case you want to just deal with the new ones each day as you close. If you choose to bypass that, you can hit Cancel and go back and do it through Sales at a later time.

So now we have it turned on, our billing center account set up, and some Fleet customers in our system.

Let’s do a transaction.

 

Step 4: Entering a FleetCenter transaction

Go into Point of Sale, and start a new ticket. You now see the CheckBox labelled “MyFleetCenter Fleets Only” that appears on the Customer Lookup screen.

By checking that box, you will only see customers that are valid MyFleetCenter customers. Select one, and then select the vehicle as you normally would.

You will now see the following screen.

This is where you will enter the information for that Fleet Customer and the specific vehicle they have brought into your shop. Each box outlined in Red indicates a field that needs to have some type of output before you will be able to finish the invoice. You can enter it at any time during the invoicing process, but you will not be able to print until it is complete.

If there are any specific rules for this Fleet, regarding authorizations, information needed, etc., it will appear in the Fleet Rules Box on this screen. It is up to you to ensure that these requirements are met.

After you have entered the information you know at this point, click on Ok and continue on creating your invoice as you wish. At this point, the invoicing process is the same as a standard invoice.

At any time in this process, if you wish to enter more of the Fleet Information, you can click on the Fleet button on the top toolbar to bring this window back up.

When you are done with the invoice and are ready to enter the payment method, you can bill it to the MyFleetCenter account by selecting MyFleetCenter from the payment type list. You can also select other payment methods as needed if the customer is paying cash, check, etc.

As a shortcut, if you are just going to let the charge go to the Billing Center, you can click on Print Invoice at this point, and it will automatically assign that so you do not have to select and apply the payment method. You will see this message as a confirmation – click Yes if ok.

Before it prints, you will see the Fleet Information screen one more time to ensure that everything has been entered correctly. The check box should default to Send to MyFleetCenter so the transaction gets submitted automatically. You can uncheck that box if for some reason you do not want to transmit the invoice. Click OK. Answer the other messages you will normally see when finishing an invoice, and then you will see a final message saying that the invoice is being transmitted.

You have now completed your MyFleetCenter Invoice.

 

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Accounts Receivable Module Overview

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Accounts Receivable Module Overview

 

The following is an overview of each function in the StockTrac® Enterprise Account Receivable module.

 

File Menu

 

Set Security

This function is used to set which level of security has access to which A/R functions. Level 1 is the highest level of security, and level 5 is the lowest. A person with level 1 security has access to all functions that levels 2 through 5 have.

 

Customers Menu

 

Edit/View (same as Edit Customer button)

Add new customers and change customer information here. You can also view current A/R activity (via the A/R Status button and paid A/R history (via the Paid A/R button).  When going into this program, it you will see only A/R (charge) customers. You can uncheck the “A/R Only” box to see all customers.

Note that customers can also be added/changed in the Customers module and the Point-of-Sale module.

 

Credit Hold List

A customer can be put on credit hold in Customers, Edit by clicking the Credit Hold button.

This application will show the customers on credit hold. They can be taken off credit hold, their A/R activity can be viewed, the customer notes can be viewed and edited, a list of credit hold customers can be printed, and a group of customers can be put on credit hold. For example, all customers that have a past due amount of $50 or more for 90 or more days can be placed on hold.

 

Database Changes

This application allows changes to all A/R customers. The following functions can be performed:

  • Terms for all customers can be changed to various options
  • Statement printing can be set to “no changes”, “set all to print” or “set all to don’t print”
  • Finance charges can be set to “no changes”, “set all to allow” or “set all to don’t allow”

 

Transactions Menu

 

New Entries (same as the New Transaction button)

This function allows four types of transactions to be entered.

  • Debit Memo – which increase the customer’s balance
  • Credit Memo – decreases the customer’s balance
  • Payment – decreases the customer’s balance
  • Discount – decreases the customer’s balance

The transactions can be added, changed and deleted. A group of transactions can be saved as a batch. The entries can also be printed and posted.

 

Batch Files (same as the Batch Files button)

As discussed previously, transactions can be saved as batches. This program is used to access the saved batches. They can then be edited, added to, printed and posted.

 

Apply Open Credits (same as the Apply Open button)

When a credit memo, payment or discount is entered in A/R, there is the option of applying it at that time to a specific transaction. It can also be left “unapplied”. This function will allow you to apply those open credits to specific invoices or debit memos. Unapplied payments that were entered in the Point-of-Sale module will also show, and they can also be applied.

 

Clear Paid, All Customers (same as Clear Paid button) and Transactions, Clear Paid, One Customer

Use this function to move paid transactions to history for all customers or one customer. Be certain you want to do this, as when the program is launched it executes immediately without warning. Once moved to history, the transactions will no longer appear on statements and on the aging report. Also, instead of being located under the A/R Status button in the Edit Customer application, they will appear under the Paid A/R button.

 

Unapply

This program will allow previously applied transactions (credits, payments and discounts) to be unapplied. This is useful if a transaction was applied to the wrong invoice. In this scenario, the transaction could be unapplied and then reapplied via Apply Open to the correct transaction. Note that only transactions that have NOT been moved to history can be unapplied.

 

 

Service Charges Menu

 

Create & Post (same as Service Charges button)

For customers with an outstanding balance, service charges can be generated. This function allows charges to be calculated, all unposted charges to be cleared, specific charges to be removed, a list of service charges to be printed, and the service charges to be posted.

In order for a customer to have service charges generated, they must be set up as an A/R (charge customer) and they must have the “Finance Charges” flag checked in their customer record. The also program use several values that are entered in the Setup, Terms, Charges & Statements function.  Please refer to the summary below for more information.

 

Waive Charges

This program will list all unpaid service charges and provides the option to waive them. When a service charge is waived, the program basically deletes the previously posted charge. No record of the service charge or the waiving of the charge appears in the customer’s account.

 

 

Reports Menu

 

Print All Statements (same as the All Statements button)

Use this function to generate statements for all A/R (charge) customers. A customer is an A/R customer if they have a value entered in the Account # field in their customer record.

Statements will not be generated if the customer has No Statement checked in their customer record. In addition, a couple of other options are available.

Options include selecting a statement form, entering up to 2 lines of custom messages if desired, select whether or not to include zero or negative balances, and whether or not to print e-mail customers.

Once the statements print, the program will ask, “Clear Paid Transactions Now”. If you answer Yes to this, any paid transactions will be moved to history and will no longer appear on statements and on the A/R aging reports.

 

Print Single Statement (same as the One Statement button)

This is the same process as above, but it is for one customer only.

 

Email All Statements

Run this application to email statements to all A/R (charge) customers that have the E-Mail Statements flag checked in their customer record.

Options include selecting a statement form, entering up to 2 lines of custom messages if desired, and selecting whether or not to include zero or negative balances. The statement will be emailed to the main email in the customer record, unless an alternate email is specified in the customer record under Use Customer E-Mail/Alternate.

 

Email Single Statement

This is the same process as above, but it is for one customer only.

 

Aged Receivables Detail (or Aged Detail button)

This report shows the detail of all open invoices and other transactions that have not yet been moved to history. It is very important that this report is run at the end of your month and year, as once the period passes, you cannot recreate this report. You have the ability to specify whether or not to include zero balance customers. The report can be previewed or printed.

 

Aged Receivables Summary (or Aged Summary button)

This summary report prints one line per customer, and it includes the total the customer owes and ages the amounts out between four (4) aging buckets (1-30, 31-60, 61-90 and Over 90). You have the ability to specify whether or not to include zero balance customers. The report can be previewed or printed. It is very important that this report is run at the end of your month and year, as once the period passes, you cannot recreate this report.

 

A/R Transaction Report

This new report allows you to print out a list of all Debit Memos, Service Charges, Receipts, Credit Memos and Discounts that were entered in Accounts Receivable for a specific date range. It is helpful when interfacing with QuickBooks, as these transaction are not exported to QuickBooks. Print this list to know which manual entries need to be made.

 

Unapplied Credits

This reports lists all payments from Point-of-Sale and all Credits from A/R that have not yet been applied to specific invoices. The report can be printed and used when executing the Apply Open function.

 

A/R Customer Listing

This report shows some information about each A/R customer, including their address, phone numbers and account ID.

 

Credit Hold Listing

Provides a list of all A/R customers on credit hold. The report can be printed and then used in conjunction with the Customers, Credit Hold List application to remove customers that no longer need to have this status.

 

A/R Customer Labels

Using this function you can print labels for your customers. You can select from various Avery Labels, and indicate whether or not to include zero balance customers.

 

Manual Labels

This application is used to enter a manual label. The type of Avery label is selected, and then the name and address can be typed in. A customer can also be selected from the customer file.

 

Form Letters

Use this function to send Collection Letters to A/R customers with unpaid balances.

A different letter can be created for customers 30, 60 and 90 days overdue. A logo can be included on the letter, and data fields can be selected and fonts can be changed. Once ready to send a letter, the program will allow it to be sent to all overdue customers, customers 60 days or more overdue, customers 90 or more days overdue, or just send a form letter to all A/R customers.

 

 

Setup Menu

 

Terms, Charges & Statements

This function allows you to specify values that will be used in other A/R programs.

  • Default Terms – Net 30, Due 10th of Month, etc.
  • Next A/R Transaction Serial No. – this is the next number to be used for an A/R transaction. It cannot be changed by the user.
  • Monthly Service Charge Rate – the percent to charge as a service charge
  • Min. Balance for Service Charge – the minimum balance the customer must have to be charged a service charge
  • Service Charges After Days Past Due – to have service charges only generated when a customer is 30 days past due, enter 30 here
  • Minimum Service Charge Amount – the minimum service charge that will be assessed
  • Service Charge Reminder for Statements – this field is no longer used, and it will be removed from the screen in future versions
  • Statements – select the form type, add messages to the statement, define your logo, and set other options

 

 

Deleting an Accounts Receivable Customer or Marking Them as Inactive

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Deleting an Accounts Receivable Customer or Marking Them as Inactive

 

Overview

This article explains how to permanently delete an Accounts Receivable customer. Note that only Accounts Receivable customers with NO transaction history can be deleted. If a customer has any transactions (either current or moved to history), the customer cannot be deleted. Instead they can be marked as inactive.

Once a customer is marked as inactive, they can still have tickets entered for them. However, they cannot use the payment type of “Charge” on an Invoice.

 

Instructions

From the StockTrac® main menu, go into the Accounts Receivable module. Click on the Edit Customer button.

The following screen will display:

 

Window Capture a

Locate the customer by searching, by typing in the account number, or by scrolling down the list of customers. Select the customer that you want to delete.

 

Window Capture b

Place your cursor in the Account # field. Delete the contents of the field and click OK. If the customer has no activity, you will see the following message:

 

Window Capture c

Click Yes to delete the customer.

 

If the customer does have transactions, you will see this message instead:

Window Capture f

If this occurs, click OK to continue, and then click the “Inactive Account” check box as shown below:

 

Window Capture e

 

Click OK to change this customer to inactive.

 

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Entering a Debit Memo in A/R

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Entering a Debit Memo in A/R

 

Overview

This article explains how to enter a debit memo in Accounts Receivable. A debit memo will increase the amount that the customer owes. This transaction type could be used for a late fee, an NSF check charge, etc. Keep in mind that debit memo transactions entered in Accounts Receivable do NOT export to QuickBooks. Therefore, it is important to print a list of these transactions for posting so that manual entries can be made in QuickBooks. The report can be found in Accounts Receivable by clicking on Reports and then A/R Transaction Report. The report can be filtered to include only debit memos.

 

Instructions

From the StockTrac® main menu, go into the Accounts Receivable module. Click on the New Transaction button.

The following screen will display:

 

Window Capture a

Click the Debit button. The Customer Lookup screen will appear:

 

Window Captureb

Locate the customer by searching, by typing in the account number, or by scrolling down the list of customers. Select the customer that the debit memo will be added for.

 

Window Capture c

Enter the information as follows:

Amount – enter the amount of the debit memo.

Reference – specify a reference for this transaction. This will print on the customer’s statement. It is important to enter something here, as this will help you to know which accounts to use when accounting for this manually in QuickBooks.

 

Click OK to save the transaction. The New Transaction Entries screen will display:

 

Window Capture d

After all of the debit memos are entered, they can be printed and/or saved as a batch if desired. They need to be posted to show up on the customer’s account.

Note: If you choose not to print at this time, you can also print this information later by a date range by going to Accounts Receivable, Reports, A/R Transaction Report.

 

Once all debit memos have been entered, click the Post Entries button. A notification will display once posting is complete.

 

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Entering a Credit Memo in A/R

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Entering a Credit Memo in A/R

 

Overview

This article explains how to enter a credit memo in Accounts Receivable. A credit memo will decrease the amount that the customer owes. It is similar to a payment, but it is normally used as an adjustment to the customer’s account. Examples of why a credit memo may be used include a refund of service charges, some type of refund on an invoice, etc. Keep in mind that credit memo transactions entered in Accounts Receivable do NOT export to QuickBooks. Therefore, it is important to print a list of these transactions for posting so that manual entries can be made in QuickBooks. The report can be found in Accounts Receivable by clicking on Reports and then A/R Transaction Report. The report can be filtered to include only credit memos.

 

Instructions

From the StockTrac® main menu, go into the Accounts Receivable module. Click on the New Transaction button.

The following screen will display:

 

Window Capture a

Click the Credit button. The Customer Lookup screen will appear:

 

Window Captureb

Locate the customer by searching, by typing in the account number, or by scrolling down the list of customers. Select the customer that the credit memo will be added for.

 

Window Capture c

Enter the information as follows:

Credit Amount – enter the amount of the credit memo.

Reference – specify a reference for this transaction. This will print on the customer’s statement. It is important to enter something here, as this will help you to know which accounts to use when accounting for this manually in QuickBooks.

Next the credit memo needs to be applied to the invoice(s). In this scenario, we only have one open invoice, so we can click the “Auto Apply” button to apply the credit to the invoice. If there are multiple invoices, the amount to be applied to each invoice can be specified, or the Auto Apply button can be used, which will apply the credit memo amount to the oldest invoices first.

Once the information is entered, the New Transaction Entries screen will display:

 

Window Capture d

After all of the credit memos are entered, they can be printed and/or saved as a batch if desired. They need to be posted to show up on the customer’s account.

Note: If you choose not to print at this time, you can also print this information later by a date range by going to Accounts ReceivableReportsA/R Transaction Report.

 

Once all credit memos have been entered, click the Post Entries button. A notification will display once posting is complete.

 

RELATED TOPICS:

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