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Account Balance Feature

Arne
Updated

Overview

The Account Balance feature in PhoneX provides Buyers and Admins with real-time financial insights. It allows Buyers to view their current balance, track outstanding invoices, and check available credits. Admins can access and manage Buyer account details for better financial oversight.

Accessing Account Balance

For Buyers:

  1. Navigate to Account Details.

  2. Click on Account Balance to view a summary of your financial standing.

For Admins:

  1. Go to Customers List.

  2. Select a Buyer and click Customer Details.

  3. Click Account Balance to access the same view available to Buyers.

Understanding the Account Balance Summary

The summary page displays key financial details:

  • On Hold: Amount of orders currently on hold (not included in Balance Owed).

  • Pending: Amount of orders not yet recorded in the ledger.

  • Awaiting Payment: Total amount due on open invoices.

  • Available Credits: Total available balance from payments or credits (shown in negative brackets, e.g., ($1,000.00)).

  • Balance Owed: Total outstanding balance, excluding "On Hold" amounts.

Note: "On Hold" and "Pending" fields will only appear if there are relevant transactions.

Viewing a Detailed Account Balance List

  1. In the Account Balance view, locate the detailed list section.

  2. The list includes:

    • Date: The last updated date of the document.

    • Doc Type: Custom labels for invoices, payments, credit notes, etc.

    • Doc #: A reference number that links to relevant order details.

    • $ Original Doc Amount: The initial amount assigned to the document.

    • $ Balance Owed: The outstanding amount on the document.

  3. Use filters to sort by:

    • Debits (e.g., Invoices)

    • Credits (e.g., Payments, Credit Notes, RMA Credits)

    • Pending (e.g., On Hold transactions)

Linking Documents to Relevant Views

Each document in the Account Balance list links to detailed order or credit information:

  • Clicking an Invoice Doc # redirects to the Order Details page.

  • Clicking an RMA Credit Doc # leads to the RMA Info page.

Configuring Account Ledger Integration

For organizations using ERP or sales system integration:

  • Account balance data can sync directly from the external system.

  • If PhoneX is the system of record, balance data is derived from status changes in orders and customer account credit features.

  • Syncing options:

    • Real-time sync when a customer logs in.

    • Automatic sync every 5 minutes for customers who have placed orders within the last 30 days.

UI Improvements

To improve clarity:

  • Negative values are displayed in bracket notation (e.g., ($1,000.00)).

  • "Available Credits" is always shown as a negative balance.

  • "On Hold" values are labeled distinctly to indicate they are not included in Balance Owed.

Troubleshooting & FAQs

Q: Why is my "On Hold" amount missing?

  • The "On Hold" field is only displayed when there are orders currently on hold.

Q: Why do my available credits appear as negative?

  • Available credits represent funds that can be applied to future payments, so they are displayed in parentheses.

Q: How do I update my account ledger if my balance is incorrect?

  • Admins can manually import an updated ledger file using the Import Account Ledger feature.

For further assistance, contact your PhoneX system administrator

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