Control over already issued documents is essential for your accountability and tracking of customer payments.
User rights
You can control the processing of documents with the following rights:
- Folio: Close - allows closing a folio with or without an invoice;
- Folio: Close folio with outstanding balance - the user can close a folio, even if it is unpaid;
- Folio: Void - allows cancellation of open folios and folios closed with or without an invoice. The user must also have the rights 'Payments: Cancel payments' and 'Charges: Edit and Cancel'.;
- Folio: Create Correction Folio - allows the user to create correction folios and documents (credit and debit notes).
- Folio: Edit Billing Info in closed folios - the user can edit the fields with billing information of a given company or guest in already closed folios.
More information about folio operations and the necessary user rights can be found User Rights for Folio and Charge Operations.
Reports
List of issued documents (closed folios)
You can get information about issued documents from Report "Closed Folios"- provides a list of all closed folios with the possibility to display their content. You can use the report to:
- Extract a list of all documents of a certain type, for example all invoices for the period (filter "Document types");
- List of documents of a given Company (filter "Company");
- To distinguish documents for services from those for advance payments (filter "Service/Deposit");
- To extract a list of all issued corrective documents, for example all credit notes (filter "Base/Correction");
- To get a list of issued documents in the period that are NOT paid (filter "Paid");
- To check for the presence of unbooked documents (Filter "Booked").
More information about the report and how to use the filters can be found here.
Unpaid documents
To track obligations for issued documents, use the Accounts Receivable Report. Here you will find a list of unpaid closed folios and information about the corresponding number of days overdue, according to the payment term of each folio. Here are the filters you have:
- Minimum delay days (1) - enter the number of days by which the payment is overdue;
- Payer (2) - the filter allows you to extract a separate report for the unpaid folios of Companies and those of a Guest or Event;
- Company (3) - filter the list only with the folios of a specific Company;
- View (4) - choose the detail of the report. From the detailed view you will receive detailed information about each folio, and from the summary you will receive a summary of the obligations by customers.
