Connected Accounting Blog

Dec 3, 2016

Managing Customer Invoices


Learn how the new Sales Ledger, released in Connected 8.1, can help combine and manage customer invoices from a single screen.

Posted by: Accountek
Category: General, Tips & Tricks, Product Announcements, Technical, 
The Sales Ledger is a powerful inquiry screen to help view, export, edit, and/or send customer invoices.   The window can be used to view a list of all open unpaid invoices, specific invoice types (Credit Memo/Debit Memo.etc), all invoices (paid or unpaid), or any combination of the three.   
 
 
Data that is displayed in the window can be used as a supplement or even a replacement to many reports.   For example, data can be displayed that shows similar or exact information from the following reports:
 
-Sales Journal (Summary Version)
-Customer Aging (Current/Detailed Version).   NOTE:  Sales Ledger does not include Misc. type receipts
-Sales Tax Report (Summary Version)
 
The primary goal of the Sales Ledger is to quickly view invoices with a series of fast lookups to either drill in to the invoice data or to sort/export the display.  However, there are many other uses of the Sales Ledger, and they are described in the following sections:
 
Email Invoices

Invoices can be quickly emailed from the Sales Ledger.   To email an invoice, simply click on the invoice to be emailed in the invoice list and then click ContactsAddress Email Message”, as shown in the following screen.

Print Invoices to Printer/PDF

Invoices can be quickly emailed from the Sales Ledger.   To email an invoice, simply click on the invoice to be emailed in the invoice list and then click ContactsAddress Email Message”, as shown in the following screen.

Add/View Invoice Notes

To view or add notes to an invoice in the sales ledger, simply click on the invoice line item.  If there are notes already present the Notes icon will display writing, as shown in the following screen.  To view or add notes for an invoice, just click the Notes icon to open the Notes window.

Pin Invoices

To pin a transaction or see if a transaction is already pinned, click on an invoice item in the list and click the Pin icon as shown in the following screen.  If the invoice is already pinned, the icon will already by yellow.  It is not pinned, the icon will be gray.

View Invoice Record Info

To view the record info for an invoice, click on the invoice line item in the Sales Ledger list and then click the Info icon, as shown in the following screen.

 
 
Sales Ledger Quick Filters and Sorting
 
  • The Sales Date Interval can be set to: None (default), Today, Tomorrow, This Week, Last Week, This Month, Last Month, or a Date Range can be specified.

  • The Customer filter can be set to All (default) or a specific customer.

  • The Sales Rep filter can be set to All (default) or a specific rep.   This is only available if Sales Reps have been turned on the A/R Defaults.

  • Choose from any combination of Invoice Types.  Select from Account Invoices, Credit Memos, Cash Invoices, and/or Debit Memos.

  • Choose to filter by a specific Location if multiple locations have been enabled in the I/C Defaults setup screen.

  • Choose from any combination of invoice Status.  Select from Open( unposted), Posted (partially or fully unpaid), and/or Closed (fully paid).

  • Choose to view a specific Sales Analysis code.

  • As data is altered, invoices paid or posted, there is a Refresh Now action available under the Actions menu which will update the display to show the most current information while the window is open.  The window can also be closed and reopened to refresh the display

  • Click the Print  icon to send the invoice list to either text file or spreadsheet

  • Customize the columns and order of the columns using the Change Columns option under the Actions menu.  This is explained in the following section.

  • Sort by a specific column by clicking on the column heading. 

  • “Drill Down” to any invoice shown in the list by double clicking that invoice line in the list.  This will close the ledger window and open the applicable invoice screen to the record that was selected.

 
 




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