How to use the Finance Dashboard

How to use the Finance Dashboard

Once created, all Statements and the Status of each can be viewed under the Owners profile or in the Finance Module under the Dashboard tab - Statements  

All statements created will be listed in this screen. Statement information includes:
  1. Statement Period: the date range of the statements.
  2. Owner Account: name of the owner the statement is addressed to.  Please note that this is the name displayed in the Owner Account tab, not the name in their profile
  3. Statement ID: as defined in Organisation Config
  4. Due Date: the due date of the statement
  5. Discount: total discount amount applied in the statement
  6. Credit: total credit amount in the statement
  7. Amount: total due of the statement. 
  8. Note: the note will be included in the statement. You can update (delete/ edit) this before sending this out via the Email function.
  9. Status of the statement 
  10. Action
    1. Attach: to record receipt, documents user related to the statement.
    2. View: to view the statement details in a new tab.
    3. Email: to send the individual statement via email
The status of a statement in Finance – Statement as below:
  1. Created: Statements are newly generated.
  2. Sent: Your statement was sent to the email address entered into the owner’ Account Tab.
  3. Paid: the statement is Paid or the payment from the owner was fully reconciled with the statement
  4. Partially Paid: the statement is not Paid fully or the owner payment has not been fully reconciled with the statement.

Filter Statements

You can filter the statements to make it easier to review.

Filter By Statement Period

You can create statements with overlapping periods but each transaction/expense can only be invoiced once.

You can select individual Statement Periods in the drop down to display all statements from within that date range. 

Filter By Condition

You can filter the list to see the statements that are outstanding or the statements that are overdue.

In the Overview section, click on the filter icon next to the category to list only the statements that meet that condition.

You can filter the list to see the statements that are outstanding or the statements that are overdue. In the Overview section, click on the filter icon  next to the category to list only the statements that meet that condition.

The overdue statements are categorised by period. You can filter to see the overdue statements by selected period just by clicking on the filter button in each group in the Overdue section.

Filter By Column Header

In the Statements list, columns with a filter icon in the heading can be filtered.

Click on the icon to show a drop down list with all available filter values. Select the values you want to check then the list will update to show the selected values only. 

The filter in use will change to green to make it easier to spot. 

Setting The List Order

Lists can be ordered by clicking on the heading labels.  A small triangle is displayed on the heading indicating if you are sorting according to that column in descending or ascending order.  

Clicking on the icon again will reverse the order.

By default, the list is ordered by Statement Period.

You can order by:
  1. Statement Period
  2. Owner Account
  3. Statement ID
  4. Due Date
  5. Status

Sending Statements Via Email

To send the statements to multiple owners:
  1. Click the checkbox at the top of the far left column to select all statements. 
  2. Or select individual owner statements by clicking on the checkbox at the leftmost column next to their names.
  3. Click the green Email button on the right 
  4. The Send Statement Email dialog is shown to allow you to compose your email message. There will be an auto-generated message so you can send it straight away, but you can modify it as you want.  
  5. Once you are OK with the subject and message, hit the Send button, then confirm the message to send the email out.
  6. A Green confirmation message will show once the emails have been sent.

You can email statements to owners as many times as you want (even if you’ve already sent the statement to them previously) by clicking on the email  icon on the line item.  The same Send Statement Email dialog opens as above. Follow the steps to finish.

  1. The TO field contains the owner account names set in the owner’s finance account information.  This is just for reference, you can’t make the change. If there are any unwanted names, please close the dialog and come back to the statements list and review to see the name.
  2. There are some special formats in Send Statement Email:
  3. {statementPeriod}: this will be auto-filled by the period of the statement sent.
  4. {firstname}: in the email to owner, this is the first name of the owner as you defined in Owner Account page.
  5. You may want to attach other files to the statement email such as Terms and Conditions or any notices about the changes applied… This can be done by using the Attachments function in your Organisation Configuration.
  6. Statements where the charges were reversed will not be emailed.

An email similar to below will be sent on your Stables header and footer to all Owners with their specific invoice and amounts. 

Your owners are able to download their statements from their browser to their computer by clicking on the statement attached.

Owners are also able to pay their due amount by clicking on PAY HERE button as well.

Download Statements

You can download the files to your computer to review or print out. 

Select the statements you wish to download by ticking the check box on the far left column (or click on the top left tickbox to select all) then hit Download.

A zip file will be downloaded to your computer.  The zip file will have the statements in a folder in PDF format.  

Note: you can apply filters to select the statements easily.
Select statements you wish to print by ticking on the checkbox at the left column or tick on the top left checkbox to select all.  Once selected, click Print

This will launch your browser’s Print function.  Follow the instructions there to print the selected statements.

Note: you can apply filters to select the statements easily.

Export All Statements To CSV

You can export your entire statement list by clicking on the Export All to CSV button without needing to select any statement. 

The CSV should be downloaded automatically to your hard drive. 
  1. The file will show a summary of each statement:  
  2. Details of invoices included and discount applied
  3. Total amount of each invoice
  4. Details of credit notes included.
  5. Monthly interest applied
  6. Adjustments made during the period
Note: the Opening Balance is not included as it will change over the time.

Debtors Report

You can view your Aged Debtors report by going to the Debtors Report in your Finance Dashboard list.

The screen lists out owners with their debt amounts. These amounts are categorised to below groups:
  1. Current: total debt that have not reached their due date.
  2. 1- 30 Days Overdue: total debts that are less than 31 days overdue from today.
  3. 31-60 Days Overdue: total debts that are 31 to 60 days overdue from today.
  4. 61-90 Days Overdue: total debts that are 61 to 90 days overdue from today.
  5. over 90 Days Overdue: total debts that are over 90 days overdue from today.

You can print out your debtors list by clicking on the Print button. 
Click on the Export All to PDF button to download the Debtors Report file in PDF format to your computer.
Click on the Export All to CSV button to download the Debtors Report file in CSV format to your hard drive.
To view the statements of each owner, click on the statement list icon in the Action column.  This will open a new browser tab with the list of unpaid statements for that owner.

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