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Resumen


Excerpt

La sección de cartera permite visualizar rápidamente la cartera para todas las facturas de clientes. Los estados de cuenta para The aging section allows you to quickly view the aging for all customer invoices. Statements for a selected set of customers or all customers can also be created and sent.


Info
titlePermisos de Usuario Necesarios

El acceso a esta pantalla está limitado a los roles de "Administrador" y "Cuentas por Cobrar" (Accounts Receivables).

Opciones

 

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titleEstados de Cuenta para Clientes Específicos


Ui steps
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Ui step

Hacer clic en la pestaña de Cartera /Estados de Cuenta, luego hacer clic en la sub-pestaña de Cartera / Estados de Cuenta". Al hacerlo, el sistema mostrará un reporte con los clientes con balances abiertos y créditos.


Ui step

 Ir a la columna de Acciones y después hacer clic en  "Crear / Enviar Estado de Cuenta".


Ui step

Una ventana aparecerá. Escoger la fecha de terminación del estado. Hacer clic en el botón de Crear y elegir si se desea enviar el estado por Email o Fax. El sistema pedirá seleccionar el tipo de estado de cuenta que debería generarse. Hay dos opciones:

 The system will create a PDF file of the statement for the selected customer and will send it via email to the address specified in the ":" field within the customer account or to the fax number
    • Transaccional: Esta opción mostrará las facturas abiertas hasta la fecha seleThis option will show the invoices that were open by the "As of" date selected, regardless if they were paid or not after that date.
    • Open Items: This option will only show invoices that are still open as of today.
    • Balance Forward: This option will show all the transactions made through a period of time (max. 6 months). The invoices will be listed even if they were paid after the end date.
    Important

    Keep mind in that the statement type selected is only taken into consideration within the list of invoices of the statement, but not in the header.

Ui step
    • seleccionada. Esta opción mostrará las facturas abiertas para la fecha seleccionada en "Hasta", independiente de su fueron o no pagadas después de esa fecha.
    • Facturas Abiertas: Esta opción solo mostrará solamente facturas abiertas abiertas a la fecha de hoy.
    • Saldo Anterior: Esta opción solo mostrará las transacciones hechas durante un periodo de tiempo (6 meses). Las facturas se enlistarán aún cuando se hayan pagado después de la fecha de finalización seleccionada.


  2. Importante

    Tenga en cuenta que el tipo de estado de cuenta seleccionado se tiene en cuenta en la lista de facturas del estado de cuenta pero no en el encabezado.



Ui step

El sistema creará un archivo PDF del estado de cuenta para el cliente seleccionado y enviará este a la dirección de correo especificada en el campo "" de la cuenta del cliente o al número de fax.



In order to send statements via email to customers, the accounts must have an email address specified in the "Send Invoices To" field within the customer's account.

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titleStatements for All Customers
Info

To learn how to manage customer's account information please go to the "Customers" setup under the "Setup", and use the following article as a guide: Adding customers.

Estados de Cuenta para Todos los Clientes

Para enviar estados a los clientes, las cuentas deben tener una dirección de correo especificada en el campo "enviar estados de cuenta a" dentro de la cuenta del cliente.


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Ui step

Click on the "Accounts Receivables" tab, then click on the "Aging / Statements"  sub-tab. This will bring up the "Aging" report which lists all customers with their current open balances and open creditsHacer clic en la pestaña de Cartera>>Cartera/Estados de Cuenta. Este mostrará la lista de clientes con sus respectivos balances abiertos y créditos abiertos.


Ui step

Select all customers by clicking the check box on the grid. Seleccionar todos los clientes haciendo clic en el botón de la izquierda.


Ui step

 Click on the "Send" button above the grid, select the "End Date" and click on "Send". The system will create a PDF file of the statements for the customers that were selected and will fax or email them to your customers.  Hacer clic en el botón Enviar en la parte superior, seleccionar la fecha de finalización y hacer clic en Enviar. El sistema creará un archivo PDF de los estados de cuenta de los clientes seleccionados, ya sea por correo, fax o ambos.

 

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Info

The information on the statements is based on the transaction date and not on the date when the transaction was entered into the system.La información de los estados de cuenta se basa en la fecha de la transacción y no en la fecha en la que la se ingresó al sistema.

Cuando el usuario corre un reporte para una fecha en el pasado, la información de la cartera mostrada reflejará la realidad de las cuentas del cliente con base en las transacciones


When the user runs an on-screen aging report for a past "As Of" date, the aging information shown will reflect the reality of the customer's account based on all transactions that were entered with a transaction date less than or equal to the "As Of" date specified in the search. This applies to all transactions that affect the customer's balance such as invoices, credits, payments, open credits, discounts, etc.


Warning

You cannot generate past statements for any customer if they don't currently have an open balance for that period.




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titleCustom Columns on Aging and Statements Screen

The system allows users to choose the columns that should be displayed on the Aging and Statements screen. Click on the gear icon and check/uncheck the desired columns.

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Ui expand
titleExport to Excel

The system allows you export to excel an aging summary of account receivables for your customer. To do so, click on Reports>>Export to Excel option in the Aging/Statements tab.

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Once you click on that button, the system will download an Excel report as follows:

 

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titleAging Report

The system allows generating an Aging Details Report according to the filters selected. To do so, follow the next steps:

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Ui step

Go to A/R>>Aging/Statements.


Ui step

 Use the availability filters and click on Search. Remember to select the As Of, meaning that the system will not take into account payments generated after that date.


Ui step

This report can be generated in Excel or PDF. In any case, the system will ask users to enter the email where the report should be sent. Notice that the system also gives you the option to exclude one or several customers from the report. 

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  • Aging Details Report in Excel: This report will be sent in .xlsx format. The system will include the Grand Total at the end of the report, including the sum of all the customers aging for each month and the percentage of the Total Balance that corresponds to each period. Download here an example of this report.

  • Aging Details Report in PDF: This report will be sent in a PDF file and will contain information such as Total Amount Due, Credit Limit, and Total Aging Percentage for each month. The system will also include the Grand Total at the end of the report, including the sum of all the customers aging for each month. Download here an example of the Aging Report in PDF.

Info
titleInvoices Reopened

Invoices reopened due to NSF will be indentified as RO-NSF, next to the invoice number.



Ui expand
titleDownload Customer Statements

The system allows downloading the Statements as of a specific date in a PDF file. Follow the next steps:

Ui steps
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Ui step

Go to A/R>>Aging/Statements.


Ui step

 Use the available filters and click on Search.


Ui step

 You can both select some customer or all by checking the first box next to the customer column.


Ui step

 Click on the Download button and confirm the End Date of the statement. The system will also ask to select the type of Statement that should be generated. There are two options:

  • Transactional: This option will show the invoices that were open by the "As of" date selected, regardless if they were paid or not after that date.
  • Open Items: This option will only show invoices that are still open as of today.
  • Balance Forward: This option will show all the transactions made through a period of time (max. 6 months). The invoices will be listed even if they were paid after the end date.


Ui step

 Once you have finished, click on Create.


Ui step

The system will generate a single PDF file with all the statements for each customer filtered in the screen. 

 

Info
titleInformation

Even if you check all the customers (step 3) the system will only generate the statements information which is on the current screen, meaning that if you have more than one page, you will have to repeat the process for each one.




Ui expand
titleOpen Credits on Aging and Statements


Info
titleInformation

Open credits are considered in the Aging and Statements screen. If the Credits are Approved, they will affect the aging, while credits pending to be reviewed, submit for review, reopened, rejected, will not be considered in the aging model.


How to Include/Exclude Open Credits on Statements

When customers have open credits the following must be considered:

  • If the customer doesn't have open invoices but has available credits it will still appear on the Aging and Statements tab. 
  • Customers with available credits but no open invoices will be included on the Aging Reports.
  • Open credits are included on the customer statement by default. However, this option is manageable if you wish to exclude these from being printed on the customer statements.You can do so by going to Setup > Settings and under  "Accounts Receivables" menu click on "Statement Options". Check the option and click on Save.

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Here is how the Statement should look like when the credits are included. Download it here.

How to Include/Exclude Open Credits from Aging Summary

When this option is enabled, the open credits associated to the customer (overpayments and customer credits) will be subtracted from the Aging Report (both PDF and Excel) and Statements. The open credits will be subtracted from the total of the period in which they were approved (customer credits), paid (overpayments) or uploaded into Komet (credit transfers).

Leaving this option deactivated, the system won't subtract the open credits from the total amount due for the selected period.

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Once enabled, the Open Credits will be taken into account in the aging summary for each period and of course, in the total amount:

 

Info
titleInvoices Reopened

Invoices reopened due to NSF will be identified as Reopened-NSF on the PO# column.

 

On the Aging Report, the open credits will also be visible by period:



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