Working with the Balances Tab to Manage Individual Accounts

The Balances tab provides access to all account transactions for a customer including payments and adjustments, deposits, corporate accounts (if applicable), and customer reward points and store credit (only applicable when using POS functionality in the IDI platform).

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The IDI platform maintains four separate balances for each customer account:

Account Balance - This refers to the balance for expenses that are billed (not pre-paid).
Deposits - You may require customers to pay a deposit when the account is opened. This deposit is maintained separately from other account balances and may earn interest according to a schedule that you specify. Transactions may be applied against the deposit to allocate money to pay other balances or may be refunded in full with interest.
Store Credit - Store credit only applies to systems that use POS functionality in the IDI platform. Depending on your business policies you may offer store credit in lieu of cash back for the return of certain products. Store credit is maintained separate from other account balances, and transactions may be applied against this balance to add or subtract from the balance.
Reward Points - If your company has a customer reward program, the running balance is listed here.
Each of the four balances are presented as different views on this tab. The default view shows the Account Balance (payments, adjustments, invoices). The drop-down menu located in the top left corner of the tab lets you change the view to Deposit, Store Credit Balance, and Reward Points.
Transactions are listed as rows in the grid. The column headings are the same for all four views although the transaction types differ. The upper pane lists posted transactions. The lower pane lists unposted transactions.
Right-clicking on the row for any transaction displays a shortcut menu with the applicable commands for the selected transaction type. From this grid you can print a receipt-style report for a selected payment. See Printing a Receipt-style Report.
There are also several buttons with additional commands related to transaction management, depending on the selected view.

Limiting the Scope of Information

If your customers have been with your company for a long time, a specific piece of information displayed on the Balances tab can be difficult to find. If you know the approximate date of transaction, you can limit the amount of information displayed.

BalancesTabDateSelection

To specify a date range:

On the Balances tab, select the Posted Date From check box to enable the calendar.
Click the down arrow to display the calendar.
Select the desired From date.
Select the To check box to enable the related calendar.
Select the desired To date.
Click Refresh. The posted transaction information portion of the Balances tab displays the matching transactions.
Note
The number of months displayed by default is set up per your company's instructions in Configuration Console.

See also:

Corporate Accounts

If the customer is part of a corporate account structure, the Balances tab provides an indication of the total balance for the corporate account, and lets you display a summary of the individual balances.

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Click Details... to see the individual balances.

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Field Details

This window lists the balance details for all child accounts for which this parent account is responsible. For each non-invoice-responsible account under this parent account the following information is provided:

Name	Customer name.
Account Number	Customer account number.
Total Balance	The sum of balances for all aging buckets (for example, 0-30 days, 31-60 days and so on). These balances are dependent upon the length of the bill cycles.
Current	The total of the charges that are considered current (not in arrears). Typically, this is the latest invoice charges. If the Due date of the most recent transaction, with an open amount, occurs in the past, then the Current amount is total of all open transactions that have no due date. If the Due date of the most recent transaction occurs in the future, then the current amount is the total of all open transactions that have no due date plus the total of the most recent transaction with an open amount.
Previous	This amount is the part of the balance which is no longer current. Typically, this any amount from a previous invoice that has not yet been paid. This amount is equal to the Total Balance minus the current amount.
Days Past Due	Displays the number of days the account is past due.