Accounts Receivable

Keep on top of dues and unpaid invoices through the PeopleVine A/R function

Frank Calabrese avatar
Written by Frank Calabrese
Updated over a week ago

Auto charge for services and prevent invoices from going unpaid. Follow this article to see how you can monitor your Account Receivables and ensure you are paid on time.

Collecting unpaid dues from your members/ subscribers can be a daunting task but with Peoplevine you can easily see your accounts receivable.

  • See all future Dues under 'subscriptions'.

  • See all House Account charges under open invoices under 'sell'

  • Or from the accounts receivables link Sell > Transactions > Accounts Receivables

By these ways you can access your total upcoming billing dues records and details within Peoplevine.

Account Receivables - Generate an aging report of past due invoices to gain control over your account receivables. You can even update the report to show as of a specific date (perhaps the items 2+ years old should be written off - in the future you should leverage our card on file experience).

Whether you're using the "House Account" option on the POS or invoicing your members for event tickets, services, etc., you have been accumulating quite a bit of Account Receivables that were only visible on a person by person basis or a list of all invoiced transactions.  With the latest updates you can now see your running tab in real-time and ensure they're closed out to their payment on file each month.

Viewing Your Account Receivables
You can view your account receivables under its quick link under Sell > Transactions.  

You can also find this report within the Reporting Dashboard.

Make Sure They're Closed Out Monthly

You can enable the auto-sweep to automatically close out the open invoices on the 5th of each month. The sweep will collect invoices generated last month and the 12 months prior to that. E.g. your sweep on March 5th will process invoices generated between Feb last year and Feb this year.

It will accumulate all open invoices and charge it to any payment method on file, unless you have a different processor for F&B orders.

You can enable this feature in the platform settings.

We will process all open invoices into a single charge, mark all invoices as paid and then notify your customer with a link to view thier payment.

Handling Exceptions

When the monthly job runs, the payments will show up in the "View Transactions" section and flagged as status "payment".  This will signify that a payment was made, however the original transactions (that were invoiced) will now reflect as processed and add to your overall totals.  The payment is merely for reference and/or refunds. 

If their end of month payment fails, you can view this by going to the CRM and viewing all notes.  Then search by Note Type: Billing Related to get a list of people who failed.

If you would like to reprocess these charges, view their CRM profile, click on view their transactions and filter by Invoices only. 

When doing this, you will now see a button to process all payments.

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