Contact Finance Summary

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The Contact Finance Summary page displays all finance related items for the contact. From this page you can create new invoices, record new payments and raise credit notes with refunds.

Contact View Page

 

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Finance

Finance Summary Ledger View

The Ledger View is the default view and will display all active Finance Items and Transactions for the contact in date order.

  1. Click Include Draft & Voided Invoices to include invoices that either do not have an invoice number or are voided
  2. Click Hide Applied Credits to hide all raised credit notes to offset an invoice
  3. To view an invoice and all associated finance items, click the link icon next to the invoice number to cascade all unrelated items, or hover to highlight related items
  4. Click on an Invoice number to view the related invoice
  5. Click on the Magnifying Glass icon next to a finance item to view the item
  6. Scroll to the bottom of the ledger to view the remaining balance
 

Note: Two dates will display, the transaction date and the entry date. For example you might back date the finance item (this is considered the transaction date) - which is the first column. The date order is by transaction date.

Finance Summary Group View

Group View allows displays all finance items similar to the ledger view, however groups each item into its respective category: Invoices, Payments, Credit Notes and Refunds.

  1. Click Group View
  2. Scroll down to view each category
  3. Use the Magnifying Glass icon to view the finance item
 

Note: The state column displays the status of the finance items with the following abbreviations: L = Locked, F = Finalised, P = Paid

View a Contact's Outstanding Finance Items

Outstanding items displays all the finance line items that are outstanding for the contact. The contact may be the Client or the Payer for the item to display on this page.

  1. Click Outstanding Items
  2. If the client or payer is a different contact, click on their name to redirect to their contact record
 

Tip: From this page you can record a payment which will then display the outstanding invoices to assign the payment to.

Create an Invoice

  1. Click New Invoice
  2. Enter the Line Items
  3. Click Save
 

Tip: Please refer to our Invoice & Payments help article for further information.

 

Note: Raising the invoice from the contact finance page will populate the invoice with the contact's details.

 

Warning: This invoice will not be related to training. You can either enter a generic line item description, or select from your Items List.

Create a Credit Note

  1. Click New Credit Note
  2. Enter the Line Items
  3. Click Save
 

Tip: Please refer to our Credit Notes & Refunds help article for further information.

 

Note: Raising the credit note from the contact finance page will populate the credit note with the contact's details.

Record a Payment

  1. Click Record Payment
  2. Enter the Amount
  3. Click Save Payment
 

Tip: Please refer to our Invoice & Payments help article for further information.

 

Note: Recording the payment from the contact finance page will populate the transaction with the contact's details.

 

Warning: You must ensure that payments are allocated to an invoice.

Record a Refund

  1. Click Record Refund
  2. Enter the Amount
  3. Click Save Refund
 

Tip: Please refer to our Credit Notes & Refunds help article for further information.

 

Note: Recording the refund from the contact finance page will populate the transaction with the contact's details.

 

Warning: You must ensure that refunds are allocated to a credit note.

Download Contact Finance Summary CSV File

  1. Click Ledger View
  2. Click Download CSV
  3. The file will automatically download
  4. Locate the file on your computer
 

Note: The CSV file is a finance summary of the Contact's Financial records in the system with the same columns as the Ledger View. This file is not designed for exports to an external finance system.

 

Warning: The CSV download is only available when on the Ledger View tab.

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