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Once an invoice exists, the next job is getting paid and keeping an eye on what's still outstanding. This article covers finding an invoice, recording a payment, tracking balances across your account. It also points to The Organization Portal, where an organization can pay you online.
Finding an invoice
Before you can collect a payment, you need to find the invoice. You've got two ways to get there.
Option 1: Go to the Accounting tab
1) Click Accounting → Accounts Receivable in the top navigation. This takes you to a brand new page listing every organization and whether they currently have an outstanding invoice. Search or filter by organization, organization contact, external org ID, invoice ID, event name or SO #, PO #, or balance due.
2) Click into an organization to see every invoice created for them, pulled together from all of their different stores and catalog batches in one place.
3) Click into one of those invoices and it opens in a details drawer, with the full activity for that invoice and a Make Payment button right there.
Option 2: From the store itself
Open the store the invoice belongs to and go to its Sales Order Summary. The invoice is right there, ready for you to click Make Payment.
Collecting payment
You've got a few ways to record the payment:
| Option | When to use it |
|---|---|
| Online Payment | Enter the customer's card directly (for example, while they're on the phone with you). |
| Cash | Log the amount received and any change given, plus an optional memo. |
| Check | Log the check number and an optional memo. |
| Advertising Expense | A less common option. Check with your account manager if you're not sure whether this applies to you. |
The payment amount is editable, so if a customer can only pay part of the balance now, say in installments, you can enter that partial amount and come back to collect the rest later.
Paying toward a deposit or toward an invoice
When you click Make Payment from a store's Sales Order Summary, you choose what the payment is for: Towards Deposits (a deposit request you sent earlier) or Towards Invoices (an invoice you've created). See How to Request a Deposit for how deposit requests work.
Tracking what's been invoiced
You don't have to remember which stores still need attention. Chipply tracks it for you in a few places:
- On the store itself. The Sales Order Summary's status badge and its Accounts Receivable Invoices section show that store's history.
- By organization. Click Accounts Receivable from a Sales Order Summary to see every open invoice for that specific organization, across all of its stores.
- Across your whole account. Go to Accounting → Accounts Receivable in the top navigation. This page lists every organization and whether it currently has an outstanding invoice. Click an organization to see its invoices, take a payment, or share a statement. You can search by organization name or by external organization ID, and filter from there.
The dealer-wide dashboard also groups balances by how old they are (Current, 1 to 30, 31 to 60, 61 to 90, and over 90 days), so you can see at a glance which organizations are overdue.
From any invoice's details drawer, you can see the full activity history (when it was created, what was applied against it, and every payment made), and you can download or re-share the invoice at any time.
Sharing a customer statement
A customer statement is a PDF of everything an organization currently has open, which makes it a good fit when a customer wants one summary of what they owe across stores. A statement always covers the whole organization: every open invoice is included, no matter which invoices you have checked on the page, and you can't build one for a single invoice.
To create one, open the organization's Organization Overview page (or open the organization from the Organizations page) and click Share, then Customer Statement. Choose a statement period (As of Date or Date Range), then either Download it or click Create Message to email it.
Letting an organization pay on their own
You don't have to take every payment yourself. An organization's billing contact can log into the Organization Portal, see what they owe you, and pay online. See The Organization Portal for how to give an organization access, what they see, and how they pay.