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Agreement - Tab 6: Transactions (#AGTTAB601)

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20120914 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   9.1 (and higher)   n/a

Understanding the Agreement Screens (Tab 6)

  1. For information about the core window elements (around the edge of the screen), please refer to knowledgebase article #AGTTAB101, which details the first tab.
  2. Other window elements:Agreement - Tab 6
    • The dropdown box to the top-right of the Transactions table can be used to change the view to show one of either All Transactions, or only the Last month of transaction data, or only the Last 6 months of transaction data, or Unmatched + Most recent match - which shows only the most recent matched transactions, plus any unmatched transactions (see Match below).
    • The main Transactions table shows the Date and Description of the transaction, as well as the Invoice number for that transaction. If a line item's Description has a large dot symbol next to it, it means that the transaction is unconfirmed (in other words, a cheque that hasn't cleared, a cheque that is in the mail, an assumed successful direct debit, etc). Pre-tax and tax amounts are also shown, as well as Charges or Payments (receipt). The blue Balance column shows a running balance. The Match column is used to show how StorMan has been matching the transactions. StorMan can only match charges against payments, where the amounts are exact (in other words, where the amounts are "matching"). For example: a $10 lock charge + a $20 box charge would come to a total of $30. If the Customer were to pay $30, then these three transactions would be "matched" together, and given the same match code. But... if the Customer were to pay only $20, then the $20 payment would be matched against the $20 box charge... but the $10 lock would remain unmatched (a match code of '0'). Another example: if the Customer were to pay just $5, then nothing at all would match - because there's nothing there that's worth "only $5".Select and Match can be used to manually match transactions (if you don't like the way StorMan has done it for you automatically); see the point further down below for more information on these buttons.
    • Bill Next Charges will bill the next lot of rent, plus the next lot of recurring charges, plus any other charges that have been setup to bill upon move-in. More on adding / editing analysis codes: #ANLADET01, or more on Bill Next Charges: #CUSBNC01.
    • Undo Last Charges will undo the last lot of recurring charges. There are certain instances where this will not work (more on Undo Last Charges: #CUSULC01).
    • Modify allows you to view more detail about whatever item you have highlighted from the main transactions view. In some cases, you will also be able modify or delete the transaction from within the window that opens - but this depends on factors such as the users permission level (more on Users & Groups: #USRGRPABT01) and whether transaction modifications (before on a certain date) have been blocked (more info on the tab where this button exists: #SYSSETTAB1101).
    • Reverse Multi-Period allows you to reverse the billing of a multiple-month billing that was done in a previous accounting period; StorMan will change these to Monthly billings and enters the reversals, etc in to the current period. Note: This function only works with Monthly-based billing plans; it will not work with Weekly-based plans. More on Billing Plans: #BLPLNABT01.
    • Add Charges allows you to add a charge to this account. This could be for a lock, some rope, a can of drink, etc. The items that you can choose to sell here, come from your analysis codes (more on adding / editing analysis codes: #ANLADET01).
    • Add Credit allows you to add a credit to the account, against any of your analysis codes.
    • Add Receipt is used to add a payment to this Customers account. You can use the window that opens to specify the amount, and the payment type (e.g.: cash, cheque, etc).
    • Add Refund is used to add a refund to the Customer's account.
    • Reverse Payment lets you reverse (or "undo") a payment, but displays the reversal transaction on-screen (and on any printed invoices) for auditing purposes.
    • Cheque Return (known as Check Return in our American software versions) is used to mark a cheque as having been returned (aka "bounced" - due to insufficient funds, etc). To use it, simply highlight the cheque that has bounced, then click the button to mark it as bounced. If setup to do so, StorMan will also charge a bounce fee to the Customer, to cover any bank costs your company may incur, for attempting to bank an invalid cheque. This fee is setup as a Charge under the analysis codes section of StorMan (more on dealing with bounced cheque's: #CUSDWBCS01).
    • Print Invoice will print a paper invoice. The design of this invoice depends on the setup of your invoice header (more on invoice headers: #INVTAB201) and invoice footer (more on invoice footers: #INVTAB301). SHIFT + clicking on this button will allow you to specify from what date you'd like to have transactions appear on the invoice. Note: This function will operate slightly differently if you use the New Invoicing System (more on this: #INVNIS01).
    • Email Invoice will generate a PDF invoice and will send it via email with whatever text you have setup in the "invoice notice" (how to send an invoice with a notice: #NTCSNDINV01), for whatever Notice Plan this Customer is on. You will generally be prompted before the email is sent, so that you'll have a chance to delay (or edit the contents of) the email before it is sent. Note: This function will operate slightly differently if you use the New Invoicing System (more on this: #INVNIS01).
    • Print Statement will print a statement for the Customer. To and From dates can be selected via an on-screen dialog. Note: This function will operate slightly differently if you use the New Invoicing System (more on this: #INVNIS01).
    • Email Statement will email a statement for the Customer. To and From dates can be selected via an on-screen dialog. Note: This function will operate slightly differently if you use the New Invoicing System (more on this: #INVNIS01).
    • Print Receipt will print a slim line receipt out to a supported receipt printer. More on receipt printers: #HWSURP01.
    • Open Web Page (not shown) will, when clicked, open a web page to the External Payments URL entered via System Setup (more on this tab: #SYSSETTAB401).
    • Email Receipt will email an A4-sized (International) or Letter-sized (United States) receipt to the email address on file for the Customer.
    • Totals (underneath the main table) shows the break-down of any amounts owing... such as rent, late fees, insurance of any other charges.
    • Select and Match are used to manually match payments against charges. To use it, simply select the charges and payments that you would like to match (by highlighting them and clicking Select), then clicking Match. This matches them together. Naturally, the total of any payments must exactly match the total of any charges - or they can't be matched together. For more details, please see the example provided further up in this document (about 16 points above this one).
    • Complete the Purchase order # field if the Customer needs you to display their purchase order number on your invoice to them (larger companies often request this).
    • The Arrears comment shows up on the Arrears Report (more on this report: #RPTARSR01), and is handy for leaving notes to staff who may be chasing up arrears - for example, "Customer is paying $100/week for the next 2 weeks", etc.
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