The Account Summary is designed to provide Company Administrators and Accountants with a high-level snapshot of a company’s billing information, upcoming due dates, current account balance, and a history of related transactions (invoices, payments, and credits). It’s designed to help you quickly identify what’s owed, what’s been paid, and which actions may be needed.
Key Features
Company Selector
- Location: Top-left dropdown
- Function: Choose the specific company or account you would like to view.
- When to Use: if you manage multiple companies, select the correct one before reviewing the details.
Billing Information
- Location: Top panel
- Includes: Company’s billing address and primary billing contact details.
- When to Use: Verify the billing address on file or confirm the recipient for invoices.
Next Due Date
- Location: Top panel, center
- What it shows: The upcoming invoice due date, so you know when your next payment should be made.
- When to Use; Quickly see when you need to take action on pending invoices.
Account Balance
- Location: Top panel, right
- What it Shows: Your total outstanding balance, highlighting if it is past due.
- When to Use; Assess your current financial standing at a glance, inc luding past due amounts.
Invoice & Transaction List
- Where to Find It: Below the top panel
- What It Shows:
- Billing Period: Timeframe the transaction covers (e.g., a specific month’s invoice).
- Type: Indicates if it’s an Invoice, Payment, or Credit Memo.
- Transaction Number: Unique identifier for quick reference or when contacting support.
- Due Date: When invoice payments are expected.
- Status: Reflects the current state (e.g., Paid, Due, Past Due, Received, Refunded).
- Transaction Date: The date the invoice was issued, payment processed, or credit memo created.
- Amount: Positive amounts generally indicate invoices or amounts owed; negative amounts represent payments or credits applied.
- When to Use:
- Check Payment History: Confirm if recent payments have been processed and recorded.
- Identify Outstanding Invoices: See any items due or past due.
- Track Credits/Refunds: Verify if credit memos or refunds have been applied correctly.
Viewing Transaction Documents as PDFs
- Where to Find It:
- Each transaction line features a three-dot “More” menu at the far right. Click it to view additional options.
- How to Use:
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- View PDF: Select “View PDF” to open the invoice, payment record, or credit memo in a PDF format.
- View Details: Select “View Details” to open the Invoice Details in a PDF format. This is only available for invoice line items.
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- When to Use:
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- A downloadable PDF file for your records or sharing with colleagues or accounting teams.
- The option to print or store for future reference.
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Tips for Navigation
- Sorting and Filtering: Use the provided sorting options (if available) to view transactions by date, type, or status.
- Accessing Details: Click on a transaction’s “More” menu (typically represented by three dots) to view detailed information, download invoices, or print receipts.
- Monitoring Deadlines: Keep an eye on the “Due Date” and “Account Balance” fields to stay ahead of approaching deadlines.
Summary
The Account Summary page is your one-stop dashboard for keeping track of all billing-related activity. From accessing your invoices to quickly spotting what’s due and verifying past payments and credits, it helps ensure you maintain a clear and organized financial record for your account.
Invoice Format
- Invoice: this shows that the invoice is coming from Transport4.
- Bill to: will show who the invoice is going to.
Note: Company Admins can update this information in the Billing Maintenance page. - Invoice details: this shows the details of the invoice.
- Product or service: this is list of the charges.
- Note to customer: this contains any additional information from the caller regarding the invoice.
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