End of the month statements and invoices

Hi again

I have been having trouble making our end of the month statements make sense to some of our clients that receive them.  In order to make them clearer I have been attaching the individual invoices for the period as well.  However when I print the invoices out they have an amount paid written underneath the total amount-but nothing has actually been paid. 

You will see on one invoice it states that $105.25 has been paid and on the other $60.63.  There is no record of these payments

I have scanned and attached the invoices and statements so you can see what I mean. 

Also if we make a credit adjustment, can we make that show up in the statement, otherwise the client isn't sure why the amount owing on the statement is less than the amount of the invoice.

Thanks again

Julia

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Re: End of the month statements and invoices

Julia - I suspect that part of the problem is due to the way invoices are considered to be paid. As it says (in part) in http://www.openvpms.org/documentation/csh/1.8/concepts/accounting

Payments and Invoices
Since the system allows you to receive payment for an invoice after it is finalised, there is a tendency to think that the system marks indivual invoices as being paid.  This is not the case: payments are applied to all outstanding invoices, starting with the oldest and allocating the payment to each one until all of the payment amount has been allocated. This follows standard accounting practice.

Thus consider a customer with an invoice for $100 and an account balance of $100. If we now create a new invoice for $150 and the customer pays $150, then when the $150 invoice is printed, it will show the Amount Paid as $50 (because $100 got used to pay the older $100 invoice) and the account balance will now be $100 (ie $100+$150-$150).

=====================

The other part of the problem is the way statements are printed - they show just the opening balance and the transactions for the selected. In cases like the above where a payment in the current period is paying off transactions in the prior period, one really wants to show those transactions in the statement.

For this reason, we in Hong Kong use an 'Extended Customer Statement' which as its documentations says:

"The statement is generated from the earlier of the 'Date From' and that of the opening balance transaction found prior to the oldest unpaid invoice, or if there are no unpaid invoices, the last opening balance before the From date. If there are no matching opening balance transactions, then all transactions for the account will be shown."

I have put a copy of this in the resource library - see http://www.openvpms.org/customisation/extended-statement

 

Credit Adjustments not appearing in statement:  I am currently in Hong Kong and do not have access to the 1.8 stuff I need to check this. Will come back to you

Regards, Tim G

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