Aging Summary displays the amount of money that is invoiced but remains unpaid. Values are displayed in several fields depending on how much time has passed since the case was invoiced. The total for unapplied payments and credits fields show the total un-applied by each aging.

Note: In the prior versions, the Unapplied Payments and Credits were automatically subtracted from the oldest balances causing the actual aging balances to be reduced by the amount of unapplied payments or credits. Starting with V8.4, the unapplied amounts are no longer subtracted from the aging balances and are kept in the separate columns. The new process requires at least one statement to be created after the upgrade. Although the unapplied amounts are not subtracted from the aging balances, they are included as part of Finance Charge calculation.

➢So you can see the amount of money for Balances and Un-Applied

•Past Due 30 - The balance from month before last so if we are in July, this would the balance from May.

•60 - Month before Past Due 30

•90 - Month before 60.

•Over 90 - Balance before 90 and earlier

➢Total Past Due is sum of balances from 30, 60, 90, over 90 (it does not contain the Un-applied amounts)

➢Current Balance is the balance from previous month. There are separate fields for balances and un-applied. If we are in July, current balance is what customer owed in June which is typically charges less any payments or credits. For example, if the current month is July, the current balance is the total of all cases invoiced for June less any payments or credits.

➢Total Due Now sum of everything above it which is basically the past due balances + Current + FC. It does not include anything that was charged this month. If it is July, it does not include any charges occurred in July.

Note: Current Balance includes last period FC

Recent activities refers to invoices and payments made after the last statement such as:

•Last Statement: Date when the last statement was processed is displayed.

•This Period

➢Charges = sum of all invoices created after last statement was processed.

➢Payments = sum of all payments made after last statement. This field also includes the Unapplied payments made after the last statement.

➢Un-applied = sum of all un-applied payments made since last statements.

➢Credits = sum of all credits made after the last statement. This field also includes the Unapplied credits made after the last statement

➢WriteOffs = sum of all writeoffs made after the last statement

•Total Un-Applied

➢Payments  = sum of all un-applied payments

➢Credits = sum of all un-applied credits

•Last Payment = displays last payment amount and date and time when it was processed

•Finally the Total Balance is calculated. This is what customer owes as of this minute which is basically Total Due Now + Current Charges

•View Aging by Lab = you can always check the Customer Aging by Lab as of last statement by selecting this option.

Note: When Total Balance is calculated we do not subtract the Credits and Payments because when the payments or credits are applied, the respective balances are reduced automatically. For example, if the customer has $300 in the past 30, he makes a payment of $200, we reduce the past due 30 by $200 making it $100. As a result, Total Due Now already includes the payment so the only thing left is to add the charges incurred this month to it.

➢COD = Cash On Delivery

Customers have several options to pay but they also can pay when the products are delivered. To do that just:

1.Check On COD

2.Enter Date

3.Fill in Notes if necessary.

4.Click on customer form.

Or you can check the Never on COD available on the same page in Billing Options to eliminate this payment option.

➢Credit Hold

If Customer is on Credit hold then:

1.Check On Credit Hold.        

2.Enter Date.

3.Fill in Notes if necessary.

4.Click on customer form.

Billing Information

➢Customer can be linked to a Billing Account by checking Billing Account option and selecting a valid account number. Billing Accounts are added in different form. To see details  please click here. If this is made then the following fields are set to read-only and cannot be changed.

➢Customer's billing address can be set as following: if there is no billing account set then you can either manually enter the billing address or you can select to update the fields with the shipping address.

➢Inter Company Customer - Customer Accounts can be identified as an Inter-Company record if this option is checked.  This option can be used exclusively for labs taking advantage of the multi-lab environment that may send work from different internal locations. In the event that invoices and balances are generated, labs have the ability to view open balances and post credit adjustments logging as an Inter-Company credit.

➢Send Confirmation e-mail for CC Payments - if checked then an email will be sent every time a payment is done using credit card.

Please Note: CC payment confirmation e-mails requires creating a custom CC Payment Receipt Email template and applying the template in Global Settings > Laboratory Lists > Laboratories > Edit Lab > Lab Templates.

➢Option Pre- Pay Customer is only available if the customer's Receivable Method is set to "Open Item" and the customer is not associated with a billing account. Customers that have the receivable method set for balance forward and those associated with a billing account will be restricted from use of this option. This option primarily affects the way statements are generated and the method for which the aging balances are calculated.

• The open item receivable method normally reports invoices by their payments but reduced the customer aging by any unapplied amount. Activating the prepaid option will change this behavior and the aging columns will no longer be reduced by unapplied amounts. *For example, if a customer has a $100 balance in Past Due 60 and an unapplied amount of $200, the past due 60 still remains as-is with no changes.  

• In the example above, if a customer is set to apply Finance Charge for a past due balance, the $100 balance in past due 60 will be subject to the FC calculation.

• When monthly statements are created, a new box will print to display the "Un-Applied" amount

• These changes in the statement are reflected only in the default statement format. If your statement has been customized, you must request modification with our Support Team.

➢Do not send Statement - While the statements are always generated, they will not print or Email if this box is checked.

Billing Options has some options that can be applied to the selected customer and that will overwrite the ones set in settings menu.

➢The customer Account number is displayed

Note: If you wish to change the Account number click on Update button next to the field and after confirming this operation the number will be changed.

➢Never on COD - this option will eliminate the COD options

➢Set Credit Limit

➢Apply finance charge - if selected then this customer can apply finance charge

•Use Global Setting Rate -  if checked then the finance charge set in Global Settings will be used for the customer. If this checkbox is left unchecked, users will be able to enter a finance charge percentage different from what is set in the Global Settings. If your lab doesn't apply finance charges at all, this checkbox will be disabled. It allows specifying different finance charge rate for each customer.

➢Statement Delivery method - select between Print or E-mail or both

➢Select Statement Class

➢Collection

If Customer is In Collection then:

1.Check In Collection.

2.Enter Date.

3.Fill in Notes if necessary.

4.Click on customer form.

Enter Text that will be printed on Statement

To add Statement Message just type the text and click on customer form.