Adding comments to overdue invoices

54668 · March 25

Hi all - I would like to be able to put comments in overdue invoices as to what action has been taken to get them paid ie copy sent, email sent.

Then I would like a report (collections report?) that would show all outstanding invoices with these comments next to them. I used to be able to do this in a program (Vantage) the last company I worked for used, but can't find anywhere in Reckon to input this information. Comments would have to NOT appear on the invoice in case we need to reprint or re-email to the customer.

Ideas?

Reeta · March 25

Hi @54668 ,

Thank you for your query.

The memo feature is available for Reckon customers using the Premier and Enterprise versions of Reckon Accounts. You can locate the memo option at the bottom right-hand side of your invoice. Please ensure that you have one of these versions installed.

To begin, write a note in memo section and save it. Next, navigate to the collections report. Once you generate the report, click on "Modify Report" and select the "Description" option. Finally, refresh the report, and your memo should appear. To make changes so that the customer cannot see that memo in customer statement, I have attached an article below.

https://help.reckon.com/article/qowzagn1ug-what-s-new-reckon-accounts-2024-r-1

I hope this helps.

Regards,

Reeta

54668 · March 25

Hi Reeta - thanks for your reply. We use the memo option for the patients name which needs to print on their statement, so this is not an option for us.

Datarec · March 25

Hi @54668

You can customise an Invoice template to add a field.

Make use of a header field that you are not currently using such as the "P.O. No.", "S.O. No." or "FOB" field.

You can also rename it if you prefer.

In this example, we used the "P.O. No." field and renamed it to "Action Taken".

You can then make use of it in the Invoice entry screen.

You can modify the Collections Report to include that added field.

Note that the title of the column remains as "P.O. #" and does not change to "Action Taken".

Example: two invoices with different 'action taken' values.

54668 · March 25

Thank you! Will give it a try.

Last question - if it only shows on screen and doesn't print, what about if I have to email the customer a copy? Would it show up in their email?

Other than that, perfect!

Datarec · March 25

Hi @54668

If it does not print, it would not be in the PDF that you email them.

54668 · March 25

Although, thinking about it, if it does show when emailed it might not hurt the customer to see that a copy has been emailed on this, this and this date, and they still have not paid it!

Datarec · March 27

Hi @54668

You could choose to enable the field to be displayed when the invoice is printed/emailed.

If you enable it by checking the 'Print' option, you would likely need to adjust the 'size' of the displayed field in the Layout Designer to be of sufficient length to display the amount of text that you require.

Let us know if the workaround suggested works for you, and if so mark the post answered / specific comment above as the best answer.

54668 · March 28

Thank you all. The workaround is exactly what I needed

Acctd4 · March 28

@54668 I wouldn't use the P.O. No. field though, in case you need to use it for an actual PO number! Instead, use an unallocated Other field:

.. or add your own custom one:

Datarec · April 1

Note: If using a different field, such as the "Other" field, ensure that it is available in the Reports when you modify it.

Adding comments to overdue invoices

Comments

Shaz Hughes Dip(Fin) ACQ NSW, MICB

* Regd BAS Agent (No: 92314 015)* ICB-Certified Bookkeeper* Snr Seasonal Tax Consultant since 2003 *

Accounted 4 Bookkeeping Services

Ballajura, WA

(NB: Please give my post a Like or mark as Accepted Answer if I have been able to resolve your query as this helps others when seeking solutions!)

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