Using the Collections Table

The Collections Overview available on the Dashboard shows information about who has outstanding transactions in Accounts Receivable and how long they have been outstanding. This information is displayed in a chart on the dashboard and drills down to a table with more detail when clicked on.

This table is a reflection of the Accounts Receivable table that accounting sees and lists all the outstanding charges and credits.

Table Columns

The following information can be displayed on the Collections table for each transaction:

• Date: Date of the transaction
• Payee: Person owing/owed. Can be an owner or tenant
• Invoice: Reference or invoice number, if applicable
• Property/Unit: Associated property and/or unit with the transaction
• Description: Transaction description
• Amount: Value of transaction
• Due Date: Date payment is due, if applicable. The number of days past due will be displayed next to the date
• Balance: Balance of transaction remaining

You can also opt to hide any columns by selecting the 3-dot / kebab menu on any of the column headers and clicking Hide Column to hide that column or use Manage Columns to toggle on or off the visibility of any of the available columns. or add use the columns option in the top right corner of the table to select which columns you would like to have visible on the table.

Filtering

When you update your filters on the Dashboard, the Collections Overview table will automatically update to reflect those selections. 

When you click on the graph, the Collections table will now show, keeping the filters from the Dashboard.

You can also filter the data by any of the columns listed by clicking on the 3-dot / kebab menu on any of the column headers.

Best Practice Recommendations

To better understand who may be in arrears, sort based on name. Take a look at the values in the balance column. 

If the person has an outstanding balance, look at the due date to assess the age of the receivable.

If the person has more than one outstanding transaction, you can click on their name to go to their tenant or owner record and drill down further on their Financial tab. 

The Financial tab will show you their overall balance position.

If the person has a combination of credits and outstanding balances and the credits should be applied to the outstanding balances, you’ll want to clean up those transactions. 

Applying Credits to Outstanding Charges

An user with Books User, Books Advanced, or Books Admin permission can apply credits to outstanding charges by doing the following: 

1. Go to Accounting > Receivables.
2. Select the credit transaction(s) and the outstanding charge transaction(s) you would like to apply any credit to.

3. Select Deposit. 
4. Adjust the entries as needed to make the total deposit $0. 

5. Click Post.

Check out the video below to learn more about using the Collections table.