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Accounts receivable

The CRM » AR list menu provides you with an overview of all outstanding receivables. All contacts with outstanding claims are listed.

1. Preparatory settings

You can set default settings for search filters of the AR list in the Setup » CRM » Settings menu. Pay attention to the explanations given in Table 1.

Table 1. Filter settings AR list
Setting Explanation

Filter contact type

Decide which contact types should be available for the corresponding filter in the AR list. If you don’t select anything for this setting, the contact types guest and customer are available for this filter.

Filter Customer class

Decide which customer classes should be available for the corresponding filter in the AR list. If you don’t select a customer class in this setting, all customer classes are available for the corresponding filter in the AR list.

Assigning rights for users with Back end access

To make the AR list visible for users with Back end access, select the option. Open the user account in the Setup » Settings » User » Rights » User menu and select in the Menu visibilities area the option CRM > AR list.

2. Managing the accounts receivable list

The table includes information about the contact, the number of claims held for each contact as well as the total pending amount for these claims. If a contact has overpaid an outstanding claim, this amount is offset against other outstanding claims. If no further outstanding claims exist, a deficit is displayed in the Pending amount column.
When opening the AR list, a filtered view of the table is displayed. The table is automatically filtered according to the contact types Customer and Guest. Use the filter contact type to display accounts receivables of further contact types.

Click in the row of the table to be redirected to the account balance of this contact. There, the open amounts with the exceeded payment due dates of this contact are displayed. If it is a guest order, clicking into the row redirects you to the corresponding order. This table is customisable. This means that you can decide which information is displayed in the table columns. To do so, proceed as follows:

Customising the table in the catalogue overview:

  1. Click on Configure columns ().
    → The window Configure columns opens.

  2. Select which columns are to be displayed. Note Table 2.

  3. Move () the columns so they are displayed in the order you need them in.

  4. Click on Confirm to save your settings.

When you have adapted the table once, these settings are saved. You can change the layout any time. A list of the available columns can be found in Table 2. There, it is also stated whether the column is a default column. Default columns are shown when tables are not customised.

Table 2. Accounts receivable list
Setting Explanation

Contact ID

The contact ID of the contact with open claims is displayed. The contact data record opens when you click on the contact ID.
This is a default column.

Type

The contact type of the contact with open claims is displayed.
This is a default column.

First name

The first name of the contact with open claims is displayed.
This is a default column.

Last name

The last name of the contact with open claims is displayed.
This is a default column.

Email

The email address of the contact with open claims is displayed.
This is a default column.

Company

The company of the contact with open claims is displayed, if it is set in the contact data record.
This is a default column.

Client

The client of the last order placed by the contact with open claims is displayed.
This is a default column.

Last order

The date of the last order placed by the contact with open claims is displayed.
This is a default column.

Accounts receivable

The number of unpaid orders of the contact with open claims is displayed.
This is a default column.

Pending amount

The total pending amount of the contact is displayed. If a contact has overpaid an outstanding claim, this amount is offset against other outstanding claims. If no further outstanding claims exist, a deficit is displayed in the Pending amount column.
This is a default column.

Customer class

The customer class of the contact with open claims is displayed.
This is not a default column.

Customer rating

The customer rating of the contact with open claims is displayed.
This is not a default column.

Country

The country of the invoice address of the contact with open claims is displayed.
This is not a default column.

Action

Different actions are available to you in this column. By clicking on Open order search (), you get redirected to the order overview in the Orders » Edit orders menu. There, a filtered view is displayed. Because of this, you directly see the unpaid and partially paid, not cancelled orders of the corresponding customer.
By clicking on Open messenger , you are redirected to the Messenger area in the contact data record of the customer you selected.
This is a default column.

The last row of the table displays the total of the number of account receivables as well as the total of pending amounts. Summed up is always everything displayed on the current table page. If your AR list consists of more than one pages, not all of the accounts receivables and pending amounts of the further pages are summed up in the last row.

Different filter settings for the AR list are available. Set these filters in the filter () area of the AR list and click on search (). You can enter several values per filter or select several from the drop-down list. You can also combine several filters to scale down your search results. The filter settings are explained in the table below.

Table 3. Filter settings AR list
Setting Explanation

Contact ID

Use this filter to search for a specific contact with open claims. You can enter more than one contact ID, to search for several contacts at once.

Contact type

Use this filter to search for open claims of certain contact types. To do so, select one or more contact types from the drop-down list. When opening the AR list, a filtered view of the table is displayed. The table is automatically filtered according to the contact types Customer and Guest.
Also note the default setting for this filter.

Customer class

Use this filter to search for open claims of certain customer classes. To do so, select one or more customer classes from the drop-down list. Also note the default setting for this filter.

Country

Use this filter to search for open claims grouped by country. The country of the invoice address is used for this. To do so, select one or more countries from the drop-down list.

Client

Use this filter to search for open claims grouped by client. To do so, select one or more clients from the drop-down list.

Email

Use this filter to search for a contact with open claims who has this email address.

Receivables

Use this filter in combination with the filters from and to to set a range to either search for Accounts receivable (number of open claims) or Pending amounts. To do so, select the appropriate valuer from the drop-down list. After this, set the range.

from and to

Use this filter in combination with the filter Receivables to set a range for either the number of the amount of open claims. Select these filters for the range which should be searched.

Reset

Click on Reset () to reset the filter criteria set.

Search

Click on to list the search results.

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