Report Spotlight: Customer Booking and Payment Totals
Today we would like to highlight a set of report options we have that are designed to compare customer booking totals to credits on their account. This lets you see which of your customers have paid their accounts and which customers have outstanding balances prior to invoicing.
To find these reports, go through the Main Menu → Reports → Customer and Receivables. The reports should be named along the lines of Customer Booking and Payment Totals or Booking and Payment Totals.
There are a few options here. They mainly work the same way with a few slight variations.
Customer Booking and Payment Totals
When filtering the reports you have a few options. These filters are all pulling from specific information set to the customer, not individual bookings or payments. With how the totals are calculated for this report, it cannot be run for a specific booking type or class and can only compare overall account totals.
After filtering, the report will sort first by Dealership and then customer accounts under the dealer. Customers with no dealer assigned will sort alphabetically at the top.
You can change some of the sorts using the column header sort options or the sort option in the filter. Be sure you include “sub” for any sort you want to see the summary line for.
Column Breakdown
- Customer – Customer marked as a split on a booking or with an AR transaction entered.
- Total Bookings – The booking total for this customer based on the year filtered. This report will only take Bookings with a status of Booking into account.
- Undelivered Bookings – Overall total of bookings still to be delivered.
- Total Invoice Debits – Invoices, Debit Memos, and Checks for the filtered year would fall into this column.
- Total Invoice Credits – Payments, Returns, and Credit Memos for the filtered year would total here.
- Total EP Disc – shows only a discount that has been calculated through applied payments for this year.
- % Paid – Based on total bookings compared to total credits, this shows what percentage of their bookings are paid.
- % Unpaid – The reverse of the previous column. Based on total bookings compared to total invoice credits, this shows what percentage they still need to pay.
- You can re-sort the columns to view the list as those who still have the most to pay.
- Invoice Balance with Open Bookings – This column is giving you the total still to be paid when comparing Undelivered Bookings to current Debits and Credits.
- Invoice Balance – This column is strictly comparing total Invoice Debits for the year compared to total Invoice Credits and how much they have paid for the seed delivered to them.
- Credit Status – You can enter data into this customer credit status field such as placing an account on hold or requiring COD.
- Credit Limit – Allows you to view the entered credit limit for a customer and see who may have exceeded their credit limit. Credit limits can be setup in the Misc tab of the customer detail.
As with all reports you do have the option to print, create a PDF, or email from the Hamburger menu.
- Exporting the report is a predetermined export and will not retain any specialized sorts you have performed. If you need assistance with exporting in a specialized format, please contact us for training on manual exports.
- Print All Confirmations – this button will print all booking confirmations for the found set of customers.
- Go To Customer – will navigate you over to the customer list giving you the ability to print mailing labels for the found set.
Customer Booking and Payment Totals – with EP
The main difference in this report is that the Total EP Discount column will take into account any estimated early paymentscalculated on Payments or Credits.
These will only calculate on a payment when the booking type, price type, and, if applicable, EP override date are filled in and an estimated EP % is displayed. If this information is not completed on the payment or credit memo, then there will not be an estimated EP % calculation performed.
Customer Booking and Payment Totals – Original (not excluding Estimate or Canceled orders)
This is the Booking and Payment Totals report in the format in which it was designed prior to the Build 100 update. The Build 100 update gave you the ability to establish your own Booking statuses. The Total Bookings column takes into account all booking types and does not omit estimates, cancellations, or pre-bookings. All other columns remain the same as the Customer Booking and Payment Totals report.
An Important Note
While we do provide detail buttons to the customer from this report, things will process slower when doing transactions with this report open. All changes made to customer totals (entering bookings, payments, returns, etc.) will cause all totals on the report to have to recalculate. We recommend printing or creating a PDF of the reports and performing actions without this report open.
In addition, printing statements with this report open may cause the totals to be incorrect as the global year field gets reset when a statement is run. If this report is re-filtered it will recalculate the totals.
How to Create a new Booking Status
In Build 100 we established the ability to create your own Booking Statuses.
- Open the Main Menu and go to System Settings.
- Then go to Advanced Settings.
- Then the Bookings Tab.
- In the Booking Status Portal, find the blank box at the bottom of the portal.
- Name your Booking Status.
- Then assign a type.
- Booking – A confirmed order that calculates into positions and can be shipped.
- Pre-Booking – An order needs to be approved, may or may not calculate into the positions depending on company settings, and cannot be shipped.
- Estimate – Will not calculate into customer totals, cannot be shipped, and does not affect positions.
A booking status that is in use cannot be deleted, but can be removed as an active option.
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