How to manage your Aged Debtors via the Account Status Tab

The Account Status page has two tabs.; Account Status and Chase Activity.

Account Status is the main page where you can see a Transaction History of Credits and Debits.

At the top of the page, basic information such as current balances as well as the age of debt up to 30 days, 60 days, 90 days and 120 days displays. 

Advanced Search

To search for specific information, select the grey cross next to Basic Search to view the following Advanced Search fields;

• From Date
• To Date
• BookRef
• Payment Code
• Description
• Min Value (Gross)
• Max Value (Gross)
• Operator
• Invoice / Credit Note ID

The following Statuses are available to filter results;

• Unpaid
• Part Part
• Fully Paid
• Part Used
• Fully Used
• Unused

Transactions

Beneath the balance, the Transactions are split into two sections; Debits and Credits, but the view format can be changed using the Display drop down to Combine the values.  

Zero Balances can also be displayed by ticking the adjacent tick box.

Debits Transactions

The Debit section displays the following transaction information;

• Status
• Date and Time stamp
• Transaction ID
• Operator Code
• Description
• Gross Value
• Balance
• Profile Ref
• Booking Ref
• Room Pick ID
• Folio ID
• Currency Conversion (If used by property)

Transactions with an outstanding balance will display line by line with the corresponding information beneath the columns.  

Transactions which have been paid in full will remove from the Account Status screen, however can be found by ticking the zero balances tick box.

Credits Transactions

The Credits section displays the following transaction information;

• Status
• Date and Time stamp
• For Date
• Transaction ID
• Operator Code
• Description
• Gross Value
• Balance
• Profile Ref
• Payment Code
• Currency Conversion (If used by property)

Payments which have not yet been used can be adjusted by selecting the 'Adjust' hyperlink.

Credits can be allocated to debits by selecting the 'Allocate' hyperlink.  It will open a new screen which displays all Outstanding Debits.  If there are too many to search through, there are filters which can be applied to reduce the results.

Credits can be matched in full, or part matched.  When either are selected, the Payment Balance below updates accordingly.

Tracking

To the right of the transaction there is a hyperlink saying 'Tracking' which displays the Account Tracking ID.  This screen is split in two; Tracking Records and Source Records.

If no payments have been made to the invoice you can re-assign the invoice to a different Aged Debtor.

Tracking Records

From here you can track payments which have been made to the invoice.
These will display information such as; time and date stamp, status type, operator code, movement, debit ID, Debit Balance, Credif ID and Credit Balance.

There is also the option to unallocate payments if they have been allocated to  an incorrect transaction.

Source Records

Below the Tracking Records, the Source Records show where the transaction source originated. 
The information displayed here details the Operator Code, Time and date stamp, for date, Analysis Code, Description, Room Pick ,Folio ID, Gross, Quantity and Total.

Aged Debtor Buttons

At the bottom of the Aged Debtor screen are the following options.  Please click the below button names for further information.

• Back  - takes you back to the Aged Debtors Overview Page
• Create To Do 
• Edit Company - takes you to the Company profile
• Pay / Allocate - allows you to make a payment and allocate it
• Payment - allows you to make a payment
• Credit - Manually apply a credit
• Invoice - Manually raise an invoice
• View - Print, Email and view the Account statement in various formats.