When you’re ready to collect payment for customers and fleets with payment terms, you’ll be able to generate statements for multiple invoices at once.
To create a statement, go to the customer or fleet page and click Create Statement. A new window will appear listing invoices from the last month. Use the filter by date or by payment status at the top to change which invoices will show. You can sort by each of the columns and add or remove columns from the dropdown in the top right.
Select which invoices you would like included in the statement by clicking the check box next to it, or click the check box at the top of the column to select all invoices in the list.
Once you have all of the invoices selected for the statement, you can click the Create button at the bottom.
You can go to the statements tab from the customer or fleets page to view all of the created statements. From there, you can review past statements, print, resend, edit, or delete them.
Once the customer or fleet has sent the payment for their statement, you can record payment for multiple invoices at once.
Note: Shopmonkey Payments is not currently supported for this process. You can record the payment transactions that have been processed, but it doesn’t allow you to process payments at this time.
You can record payments from the Statements tab. From the Statements tab, find the statement you would like to record payment for, then click Record Payment. Then select some or all of the invoices, and add the amount of the received payment in the field in the upper right. Then below that, add the payment method details like type, numbers, notes, and date. Then click Record. The payment will be recorded, and each of the invoices will be updated with the paid status.
You can also record payments from the customer or fleet page. From the page, click the Record Payment button at the top. A new window will open with a list of all invoices on all statements. Filter the list by date and/or statement at the top. Select which invoices you want to record payment for by clicking the check box for that invoice. When you have all of the invoices you want selected, enter the amount in the upper right and fill out the payment method information below that. Then click Record.
All fully paid invoices will be recorded and partially paid invoices will be indicated. For example, if the statement is for $13,000 but you receive a payment of $10,500, when recording the payment the invoices will be paid in sort order from top to bottom of what's on the statement. The invoices at the top will be fully paid leaving the ones at the bottom partially paid, or unpaid until full payment is received.
You can view the recorded payment in the Transactions tab. You’ll notice the payments for multiple invoices will show the number of statements and invoices and the bulk payment description. If you click on that link, a new window will open with the paid invoices displayed. From there, you can review invoice details and the amount for the bulk payment.
You can view the recorded payment in Reports > All Payments. You’ll notice the payments for multiple invoices won’t have First Name, Last Name, Vehicle, or Order number, but in the Order Name, you’ll see the number of statements and invoices and Bulk Payment. Just like in the transactions tab, if you click on the link, a new window will open with the paid invoices displayed.
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