Documentation > Client Accounts

ACCOUNTS & INVOICES

CONTENTS


VIEWING CLIENT ACCOUNT BALANCES

To view a list of all clients and their current Account Balance, click the Accounts option in the menu and select Accounts List. On the Accounts List page, clients are grouped by their Meal Run, and sorted in alphabetical order. You can filter the displayed clients by entering a client name in the Client Search bar, selecting a service in the Service Filter, or checking/un-checking the Only Show Outstanding Balances checkbox. To view the Account History of a particular client, click their Current Balance button. To make a payment into their account, click their green Add Credit button.

 

 

To view a particular client’s current balance, and go to their Account History page, you can start by going to their Client Page. You can then use the Actions button to view their current balance. If you click the Account option, you’ll be taken to their Account History page.

 


VIEWING CLIENT ACCOUNT HISTORIES

To get to a client’s Account History page, either use the Actions button on their Client Page, or click their Current Balance button on the Accounts List. Either way, you’ll be taken to their Account History page where you can see every charge and credit that has been made to their account. You can filter the transactions by entering a date range and clicking the Go button; by default it lists transactions from the last three months. You can also view their current balance on this page, and use the Actions button to either view their balance on a previous date, or add a payment to their account.

 


ADDING CREDITS

To apply a payment to a client’s account, you use the Add Credit button. You can find this button on the client’s Account History page, or on the main Account List. Whichever version of the button you click, you’ll see the same Account Credits popup. In this popup, you’ll see a list of previous credits added to the client, and be able to enter a new one. The date is pre-filled with today’s date, but you can change that. You’ll have to enter an amount – to enter a negative amount, just enter a negative sign before the amount (eg: 20 is positive, -20 is negative). The payment method and notes fields are optional, but recommended.

 


BULK PAYMENTS

You can also bulk-add payments to all clients in a meal run at one time. To get to the Bulk Payment page, click the Bulk Payments button next to a Meal Run’s name on the Account List page. This page will list all clients, and pre-fill the payment field with the amount the client currently owes. You can edit these amounts if some clients have only partially paid, or not paid at all. You can also enter a payment method and notes for each payment. Once you’re happy with the amounts, methods and notes, click the Submit Payments button to enter all credits.

Warning: do not click the Submit button more than once, or the payments will be added multiple times.

 


CREATING INVOICES

You can manage client invoices through Polixen. To view all invoices on your system, click the Accounts option in the menu, and select Invoices. You’ll be taken to the Invoice List page, where you can see all invoices on your system (by default, all Unpaid and Partially Paid invoices created in the last month). You can filter these invoices by a number of options:

  • the Issue Date (Only invoices created during the date range will be displayed. Click the Go button to apply the date range filter)
  • the Invoice Type (the Invoice Type of a client can be changed on their Client Page)
  • the client’s name through the Client Search field in the top right
  • the Service of the client
  • the Status of the invoice (Paid, Partially Paid, or Unpaid).

You can also ViewPrint, and Delete selected invoices from this screen, as well as create new invoices and change the status of existing invoices. To create a new invoice, click the New Invoice button.

 

When creating a new invoice, you’ll have to enter a number of options. To start with, select the Service Scheme of the client/s you’re invoicing. Then, select the Client/s you’re invoicing. You can select multiple client names; or if you’re invoicing everyone in a service, you can tick the All Clients button. Next, you can change the Date Issued – this is pre-filled with today’s date. Then enter a Service Start and Service End date. This is the date range you’re creating an invoice for. In the example below, the invoice will include all transactions between the dates 1/2/17 and 28/2/17, and have the issue date set to 28/2/17.

 


VIEWING INVOICES

To view an invoice, navigate to the Invoice List page. From there, find the invoice you wish to view. To view it, click the blue Information Button next to its Invoice ID number. This will display the invoice inside your web browser so you can check the details of the invoice before printing it. The client’s details can be changed on their Client Page. Your service’s details can be changed on the Service Schemes page. To view the client’s charges and credits in more detail, you can look at their Account History page.

 


PRINTING INVOICES

To print an invoice, view the invoice you wish to print. Then, click the Print Invoice button. This will create a PDF file of the invoice that you can download. You can then email or post that invoice to your client.

 


PAYING INVOICES

To apply a payment to an invoice and change its status to paid, navigate to the Invoice List page and find the invoice. Then, click the red Unpaid button next to that invoice (or the yellow Partially Paid button if the invoice has already been partially paid). This will create the Invoice Payment popup. On this screen, you can see the details of the invoice (client, invoice ID, invoice total), and the Payment Status of the invoice. Change the status to Paid (or Partially Paid), and the Apply Credit checkbox will appear.

If you have already added the payment as a credit to the client’s account, don’t tick the checkbox. Simply change the status of the invoice and click the Submit Invoice Payment button to change the status of the invoice.

However, if you haven’t added the payment yet, tick the Apply Credit checkbox. This will display some more fields: Amount (pre-filled with the invoice amount. You can change this if the client only partially paid the invoice), Date (pre-filled with today’s date. You can change this if the client paid on a different date), Payment Method and Notes. Once you’ve entered the correct information, click the Submit Invoice Payment button to change the status of the invoice and apply a credit to the client’s account.

Once an invoice’s status has been changed to Paid, it will be hidden by default on the Invoice List page. You’ll have to change the Status filter include Paid Invoices to see it again.

 


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