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📄Aged Debtors - A Walkthrough - Part 2

This article covers advanced setup of the  Aged Debtors project which brings enhanced functionality to the user. 

 

Overview

The Aged Debtors functionality allows users the ability to allocate an account payment to a specific account charge(s).

This can be handled through Backoffice or SmartPOS. The user also has the option of reassigning payments from Backoffice if a mistake has been made. 

 

Key Features & Capabilities

  • Assign payment(s) to charge(s) from Backoffice
  • Reassign payment(s) to ocharge(s) from Backoffice
  • Assign a payment to a charge from SmartPOS
  • Track charge & payment statuses from the user account 
  • View the balance owing of each account charge

 

Prerequisites

The operator requires the ‘ View Accounts’ permission to be enabled within the Maintenance → Accounts & Memberships operator permissions. 

 

Aged Debtor Form Explained

There are  two transaction types for Aged Debtors: Account Charges and Account Payments.

An Account Charge occurs when a customer utilizes the 'Account Charge' option to draw upon a credit balance on their account. In contrast, an Account Payment refers to a transaction where a customer makes a payment towards their account, typically using cash or EFTPOS payment methods.

The status of a specific transaction along with the remaining balance can be found in the Aged Debtors tab of the Account Maintenance form as shown below:

 

What is the balance used for?

Every transaction includes a balance field indicating the total outstanding amount. For charges, this balance is what needs to be settled, while for payments, it represents the amount applied to settle a charge.

As shown in the screenshot, transactions marked as 'Paid' or 'Allocated' have a zero balance, indicating full usage of the balance. Conversely, 'Partially Paid' or 'Partially Allocated' transactions have a balance that differs from the total, signifying partial usage. Transactions labeled as 'Not Allocated' or 'Unpaid' will have a balance that matches the 'Charge' or 'Payment' amount.

 

What are the different statuses?

  • Account Charge Statuses

    • Unpaid -> No payment has been assigned to this charge

    • Partially Paid -> A payment(s) has been assigned to the charge, but it was not enough to cover the entire balance

    • Paid -> A payment(s) has been assigned to the charge, and the full balance has been covered

  • Account Payment Statuses

    • Not Allocated -> No charge has been assigned to the payment 

    • Partially Allocated -> A charge(s) has been assigned, but there is a remaining balance to be allocated

    • Allocated -> A charge(s) has been assigned, and the full balance has been allocated

 

Payment Mapping in Backoffice

  1. Select the charge(s) you wish to allocate a payment to, notice the 'Total Balance To Pay Today' field updates with the associated total based on the charges selected.
  2. Select 'Account Payment'
  3. If you would like to enter a comment with the payment, you can choose to do so here
  4. Select the Till you want to register the payment against
  5. Proceed to process the payment. The amount shown will be the balance owing based on the charges selected in screen 1.                       
  6. Select the Payment Media
  7. Once the payment has been processed, the status of the charges will be updated to paid / partially paid. 

 

Unmapping A Payment in Backoffice

You may find yourself in the scenario where a payment has been incorrectly allocated. If you need to unmap a payment completely, you can follow the below steps: 

  1. Select the payment you wish to unmap, and select 'Reallocate Payment'
  2. Select 'NO' to unmap the payment from all charges
  3. A confirmation prompt will show the TransactionID and confirmaton it has been unlinked
  4. The payment status will be updated to 'Not Allocated'

 

Reallocate A Payment in Backoffice 

You may find yourself in the position where you need to reallocate a payment from one charge to another. You can follow the steps below: 

  1. Select the payment you wish to unmap, and select 'Reallocate Payment'
  2. Select 'YES' to reallocate the payment to a different charge
  3. A prompt will advise you to select the charge(s) you want to allocate the payment to
  4. Select the charge(s) you want to allocate the payment to and click 'Reallocate Payment'
  5. A confirmation prompt will be shown, showing the reallocation ID's
  6. The charge status will be updated to Paid / Partially Paid

 

Payment Mapping in SmartPOS

Typically, users will handle account payments directly through SmartPOS. To map a payment to an existing account charge, follow these steps:

  1. Log into SmartPOS, open the relevant user account and proceed to process an account payment.
  2. Select YES, to apply the payment as an account charge
  3. A list of available charges will be displayed, with 4 options:
    1. Select charge(s) from the list, the list allows for multiple charges to be selected
    2.  Select date, and select a range of charges to choose from
    3. Select ALL, to attach payment to all charges
    4. Select CANCEL to move back to the payment workflow
  4. The relevant statuses will be updated

 

Feature Walkthrough