Managing Charge Accounts

To correctly manage a customer's charge account, follow these steps.

Update Customer Payment Terms

Start from the home screen and navigate to the Work Orders section.

1. Select the work order that is currently in progress.

2. Edit the customer's payment terms to reflect their charge account agreement (e.g., Net 30).

3. Press Save.

Set Work Order as Completed

If the work on the work order is complete and the customer is taking the vehicle without paying immediately:

1. Instead of selecting Process Payment, click the Set Completed button at the top of the work order screen.

2. A notification will appear, reminding you that once the work is set to Completed, the work order is locked and cannot be changed afterward.

3. The work order status will change from "In Progress" to Unpaid.

Track Outstanding Charge Accounts

To track who has an outstanding invoice:

1. Go to the Data tab from the home screen.

2. The Charge Account Report will open by default.

3. Use the first drop-down menu, labeled Outstanding Invoices, to view all customers who currently have an outstanding invoice.

4. Click on a particular account to view its outstanding work orders and their respective due dates.

5. You can hover over the work order number and click it to navigate directly to the work order details.

Generate and Send Customer Statements

To generate and send statements to customers:

1. Within the Charge Account Report, navigate to the Statements section, which is located below the outstanding invoices list.

2. Select the Customer you want to send a statement to.

3. Select the type of statement you wish to send.

4. A statement ready to send out will be displayed, including a return address, mailing address, the total amount owed, and a breakdown of any outstanding work orders for that customer.

5. You have two options for sending the statement:

   • Download it as a PDF to print and mail.

   • Enter an email address and email the statement directly from this tab.