4.1 Figuring out who owes what:
Before you jump head first into debt collection and phoning the wrong customers, always check the age analysis for the total amount due by the customer. The age analysis can be found in two places, either in the “Billing” drop-down menu or on the customer’s profile. Please refer to screen shots below.
When DataTill has finished loading, your screen will look like this:
4.1.1 Viewing customers on the age analysis.
Here you can change how many customers you want to see on each page.
If you only want to view customers that are in certain groups, click on the drop-down menu and choose the group you want to view.
If you are looking for a specific client, look for the search function. There you can type in the details of the customer you are looking for.
4.1.2 Reading and exporting the age analysis.
If you need to export the data on the screen, you can choose to either export it to a CSV. format or a normal excel sheet.
These are the headings for the customer details. The headings are as follows:
Account code, customer, contact name, number, email and the total amounts outstanding for each period. Each one of these headings has the ability to work as a filter. Example: If you want to see the customers with 120+ days outstanding balances, click on the “120 days+” heading. Clicking once means all those names will be at the bottom / last page. Clicking twice means all those names will be at the top / on the first page.
This is the actual customer details that fall under the headings, each customer with his or her unique amounts.
4.1.3 Syncing the age analysis.
Even though we all like to press big buttons, it is not advised to sync the age analysis here as these big orange buttons will sync the age analysis of every single customer. This age analysis automatically syncs a few times throughout the day, so it is better to rather just refresh the age analysis of the customer you are working on.
In the black square, you will find two buttons: If you click on the green button, the customer’s profile will open in a new tab. By clicking on the orange button, you will update that specific customer’s age analysis.
4.1.4 Sending Statements:
When sending individual customers a statement, it is advised to use the “Send Statement” function on the age analysis found on the customer’s profile (see below). Clicking on the “Send Statements” button found in the brown block (above), will cause all customers to receive a statement.
If you want to send all customer’s a statement, then click on the “Send Statements” button. Once you have done this, a pop-up screen will appear giving you options to: 1) Include or exclude customers with a zero balance (have no outstanding invoices) and 2) to include or exclude all customers with a negative balance (customers with credit). Once you have selected the customer’s who should receive statements, click on the “send now” button and watch the system generate and send the statements.
4.2. Age Analysis on the customer profile:
When you are busy with a specific customer, you can also view a smaller version of the age analysis on the customer’s profile. This age analysis will specifically be for the current customer that you are working on. To get to this age analysis you need to go to the “customer edit“ screen. If you are unsure how to get to this screen please see the manual for List of Customers.
Once you are on the profile, you can find the customer’sage analysis along with the payment receipts (payments made by customers) underneath the recurring billing section. Here you can see invoices, credit notes and adjustments made on the customer’s profile. It also shows you when last the age analysis was updated as well as the invoice status: paid, partially paid or overdue.
4.2.1 Age Analysis:
Before you work according to what the age analysis says, remember to click on the “Update” button. Even if the date says that the statement was last updated 08:00 that morning, it might be that the banking in Sage One has now been updated and the customer’s latest payment is now allocated to the profile. If this is the case, the “Total Due:” amount will change, if no customer transactions have taken place, the “Total Due:” amount will obviously stay the same.
*Please note that your manager first has to release the credit notes, adjustments and write-offs before it will reflect on the customer’s profile.
4.2.2 Payment Receipts:
Here you are able to view all the payments that have been successfully allocated to the customer’s profile. Please note that if the customer used special references like “installation fee”, “domain”, “Snowball”, “Cloud” or “Bronberg” and did not send the proof of payment, the chances are that the payment has not been allocated to the customer’s profile. If you do not see the receipt the customer is talking about in this block, ask the customer for the proof of payment and forward the proof of payment to the person who does the banking allocations.
4. 2.3 Total due:
The total amount that the customer owes, can be found in the green box. If a customer phones and are under the impression that their account is paid up to date (but you can’t see any payments), or if there are any overdue invoices, ask the customer to send you the proof of payment. It is possible that they used a special reference (e.g wireless installation), or that the allocation of payment was done incorrectly.
4.2.4 Invoice status:
So the only thing customers like more than the internet and not paying for it, is making excuses like “the dog ate my invoices”, “my wife is in labor” or “but I never received the invoices or the statements”. Before you send invoices and statements to customers, first determine the correct amount due and which invoices are still outstanding. The invoice status can be seen in the red section, below. This will show you if the invoice is unpaid, partially paid, paid or overdue. In cases where the total due amount is R0,00 but the invoices show partially paid, unpaid or overdue, please log into sage one and match the customer’s payment to the correlating invoice. See Sage One manual, short summary below or phone a friend on how to do this.
188.8.131.52 Sage One Allocations (matching):
Once you have logged into Sage One, go to Customer – Transactions – Allocate Receipts. Choose the customer you want to work on, click the refresh button and wait for the screen to finish loading. Drag the payments over to the correlating invoices and then click save. When you are done with this, click the update button on the age analysis and the invoice status will change to paid or partially paid.