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  3. How to Manage your Accounts Receivables

How to Manage your Accounts Receivables

Alice POS can help you manage your account receivables by saving information and allowing you to manage regular payments for customers’ outstanding balance.

How to Activate a Credit Line

To enable a Credit Line, make sure that the Administrator has given you the proper permissions before attempting the following steps.

With limited credit

  • Go to the Contact module.
  • Search for the contact or company that you wish to activate a credit line for and select it in the search window.
  • Double click on the name to bring up its information window. Select the Credit line tab near the bottom to the right.
  • Enable Active credit line.
  • Under Credit line type, click on the drop-down menu and select With limit.
  • Specify the limit that you wish to set in the Credit limit box.
  • Click on the OK button.

With unlimited credit

  • Go to the Contact module.
  • Search for the contact or company that you wish to activate a credit line for and select it in the search window.
  • Double click on the name to bring up its information window. Select the Credit line tab near the bottom to the right.
  • Enable Active credit line.
  • Under Credit line type, click on the drop-down menu and select Unlimited.
  • Click the OK button.

How to use the “Charge to Account” Payment method

  • Before moving forward, your client or company needs to have an active credit line on file.
  • Also make sure that Charge to account payment method is active.
  • Proceed with creating the invoice. Please note that a customer or company is required.
  • On the payment method window, select Charge to account.
  • Finalize the transaction.

How to Refund an Invoice with a Credit Line

  • Create an invoice with the Refund mode and add the items the client wishes to return.
  • On the payment method window, select Credit to account.
  • Finalize the transaction.
  • You will have the option to apply the refund to the account immediately or to pay it later. Select yes or no depending on the situation.

How to Make Payments With a Customer’s Credit Line

  • Go to the Contact module.
  • Search for your client and select them.
  • Under functions, select Display accounts receivables.
  • The Credit line payment window will open.
  • Select an invoice that you wish to pay by checking the box to the left of it.
  • In the Amount field, indicate the amount to be paid by the customer.
  • Select the payment method chosen by the client.
  • Click the Pay button.
  • Confirm the payment by clicking OK
  • Select whether you want to print out a receipt and/or send the client a copy via email.

Did you know that you can also access the Account receivables via the Invoice module? All you need to so is add the client to the current invoice window and click the icon Account receivables found in the bottom left corner of the left panel.

How to Make a Payment with a credited Invoice

  • Go to the Contact module.
  • Search for your client and select them.
  • Under Functions, select Display accounts receivables.
  • The Credit line payment window will open.
  • Select an invoice that you wish to pay by checking its box on the left.
  • Write in the amount that you wish to pay in the Amount field. We recommend that you write the amount displayed in the top right corner next to Credited balance.
  • In the drop down list for Payment mode, select Pay with account.
  • A window will open with the available credited invoices.
  • Select one or several credited invoices that you wish to deplete with Pay with account.
  • Click the OK button.
  • Comfirm the payment by clicking the OK button.
  • Select whether you want to print out a receipt and/or send the client a copy via email.

How to Consult Invoices Charged to an Account

To find an invoice that was charged to the account, go to the Contact module under your client’s profile and click on the Account receivables tab.

How to Manage your Account Statements

  • Go to the Contact module.
  • Search for the contact or company that you wish to generate an account statement for.
  • Click on the icon See reports.
  • Select the options Account statement.
  • You can also use the window for account receivables to click on the icon Send the account statement by e-mail if you wish to send a copy of the statement to your client.

If you wish to hide the balance of the credit line of your clients, click here.

How to Send out your Account Statements in Bulk via e-mail

It is possible to send each account statement with a few simple clicks. Before proceeding, make sure that you have pre-configured the messages based on the payment period.

Here’s how to proceed:

  • Under the Tools menu, select the Account statements list.
  • In the window for Account statements list, you can set the following settings:
    • Select a date for the report that is to be sent out.
    • Filter by the number of days so it sends e-mails to a specific group.
    • Filter by amount due so it sends e-mails to those with the highest balance.
  • You can select all invoices by clicking the Select All icon.
    Or you can manually select which clients whom you want to send their account statement.
  • Click on the Send button to send the Account statements to the recipients.
Emailing account statements in bulk

If you go through the Alice POS e-mail servers to send your e-mails, they will be sent out in groups and not all at once. If you use your own server, don’t forget to configure the number of e-mails to be sent out and the delay between batches of emails.

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