Invoices: Account Balances

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Let's start by looking at Account Balances (2) on Booking -> Finance (1).

In this tutorial we will look at how Booking allows you to view Account Balances for children.

This view allows you to see the balance of individual children's account balances, and you can use the 'Room' selector to filter your selection for a particular room.  The account balances are derived from invoices created and payments made, whether they are allocated to an invoice, or are unallocated payments.

On this screen, Tapestry shows all the balances for children's accounts for the whole setting or for a particular room (3). It is possible to see any balances (which includes zero balance accounts), or if you want to see which accounts are In Debit or In Credit, these are also options on the Status drop-down (4).

The Balance column (5) shows the current account balance, with zero and positive balances shown in black and accounts which are currently in debit shown in red (6).

The Last Invoice column (7) shows the last invoice which was generated for the account and the date that it was generated. The Last Payment column (8) shows the last payment that was made for that account, and the date that this payment was entered as a payment on Tapestry.

 

 

You can also see Account Balances for a particular child on the child's Dashboard, by selecting the 'Children' icon (1) from the Booking menu, and searching for the child's name (2). The Dashboard shows the child's account balance (3), along with other information about the child's current Booking schedule and calendar.

 

 

On the Booking -> Finance tab (1), we can see a list of Transactions (2) which shows of payments (credits) and invoices (debits), which total the account or ledger balance for the child's account. This also shows us the child's account balance.(3)

 

 

You can also see an account balance on Booking -> Finance (1) by selecting Invoices (2), which lists all the invoices which have been generated for the child's account. This page also shows the current Account Balance (3), after the latest transaction has been applied to the account.

 

 

Use of the Finance screens for recording payments is covered in this tutorial.

If you choose to, you can set up your invoice to show the Balance Brought Forward (1) when you view an invoice. This is done by going to the Booking -> Config (1) on the Booking menu and selecting Invoices (2). You will see the option to show the child’s balance brought forward and total now due (3).

 

 

If you decide to show this on the invoice, the Balance Brought Forward (1) is the account balance as it stood when the invoice was generated. In the example below, you can also see the payments that have been allocated to the invoice to date (2).

 

 

Viewing an invoice is covered in more detail in this tutorial.

If this is configured as mentioned above, the Balance Brought Forward (1) is also shown on the PDF invoice, and this is the account balance as it stood when the invoice was generated. 

 

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