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How can I manage and track outstanding invoices and generate customer statements in ShopView?

Learn how to track outstanding invoices and generate customer statements in ShopView. This article covers filtering unpaid and paid invoices, identifying invoice statuses, and creating customer statements directly from the customer profile.

How Can I Manage and Track Outstanding Invoices and Generate Customer Statements in ShopView?

Efficient management of invoices is essential for keeping track of outstanding payments and maintaining clear communication with customers. ShopView provides intuitive tools to help users identify unpaid invoices, distinguish between invoice statuses, generate customer statements, and view sent invoices. Follow the steps below to streamline your invoice tracking and customer management processes.

Step 1: Viewing and Tracking Unpaid Invoices

To identify transactions that are invoiced but unpaid:

  1. Navigate to the Work Orders page in ShopView.

  2. Locate the Status column in the table.

  3. Sort or filter the table by the status labeled Invoiced. This action displays only unpaid invoices. Use this view to identify outstanding transactions quickly.4. Alternatively, use the By Status filter to toggle on "Invoiced" and optionally disable other statuses to focus solely on unpaid invoices. Paid invoices will be labeled as "Paid."

Step 2: Distinguishing Between Paid and Unpaid Invoices

ShopView allows users to toggle visibility for different statuses, such as Invoiced and Paid. To focus on specific categories of invoices:

  1. From the Work Orders page, open the filter options labeled By Status.

  2. Enable the Invoiced filter for unpaid invoices, the Paid filter for completed transactions, or select both to view a combination

    1. However, an invoice can only be in a single status.

  3. Adjust as needed to ensure clarity in the displayed information.

Step 3: Creating Customer Statements from Outstanding Invoices

If a customer requires a summary of unpaid invoices or a formal statement:

  1. Open the Work Orders page in ShopView.

  2. Identify the relevant unpaid invoice(s) and click on the associated work order.

  3. Use the customer hyperlink in the work order to view the Customer Profile.

  4. Navigate to the Unpaid Invoices tab in the customer profile.

  5. From this tab, you can generate the statement by choosing to email, download, or print it directly.

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Step 4: Viewing Sent Invoices

To check which invoices have been sent to a customer:

  1. Open the relevant Work Order.

  2. Click the three dots (⋯) in the top-right corner and select Work Order History.

  3. This view will display all activities related to the work order, including sent invoices.

  • Using Filters for Efficient Workflow Management

  • Generating Customer Communication in ShopView- Tracking Work Order History in ShopView

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