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Overview

Excerpt

Key features

The Open Items list is a list of all posted card transactions such as invoices, credits, payments, and miscellaneous debits and credits.

Each open item starts with a balance equal to its value. Open items can be allocated against each other - for example, an open payment can be allocated against an open invoice - and the balance of each item is adjusted accordingly. When an item is fully paid and allocated, it is no longer outstanding in the open items list for that card.

The action button of 'Allocate' will only be visible on an open item if that open item has not been already allocated.

The action button of 'Unallocate' will only be visible on an open item if that open items has not been already unallocated.

List sort and filter all open items for all customers by age, overdue status etc. Phone or email the contact to follow up the information. Works as a live accounts payable and accounts receivable tracking system.


Info
titleOpen Items

Customer open Items are only created by an invoice with a tender of account.


Reference

Buttons

There are no custom buttons for this list. Refer to Common Buttons.

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NameDescription
TypeThe transaction type of the open item (e.g. SUPPAY for Supplier Payment, SALINV for tax invoices, SRVINV for service order invoices etc).
NumberThe transaction number of the open item.
SiteSite from where that transaction originated from. Most stores are single sites but you can be a multisite store.
DateThe date and time of the open item.
CardCustomers cardid for that open item
Charged From

Is usually the same as the Cardid unless the customer open items are being charged to another Cardid.

DueThe date when the open item is due.
  • For debits, salinvs, srvinv this is calculated based the open item date and payment term of the charge to card.
  • For credits, this is same as the open item date.
    An overdue open item is any open item where the "Due" date is older than the statement date. The "Due" date is set based on the payment terms.
    A payment backwards is a correction liked 'Credits'. This is regarded as payment due now.  The reason being that we want to take into account corrections immediately. 
Due OverrideThis field can be manually filled in with a Date. Once a date is inserted and saved, when you extract a supplier payment run, the Due Override date is considered before the Due Date.
TenderTender type that was used to finalise transaction. Tenders are used on transactions to confirm either the giving or receiving of a payment.
PeriodThe period is in YYYYMM format and it is the period driven by the date of the date of the open item
ValueThe total value of the open item.
Tax ValueTotal tax value of the open item.
Allocated ValueTotal value of any allocations against this open item.
BalanceThe amount owing on the open item. This is the Value of the open item + or - any allocated value. This may differ from the value if a part payment has been made.
AgeAgeing of the open item. Current = all open items in the current month; 30 days = all open items in the previous month etc.
Payment ReferenceOnly applies to transaction types of CUSPAY and SUPPAY. It is any description or reference entered at the time of one of these transaction types.
DescriptionIt is a manual entry of either a reference or description entered on any open item that identifies that transaction . Could be sales order number, customer payment cheque number or invoce number, supplier invoice number etc,
CommentThis is a configureable field that is driven by setting the system reference to either display default Site, PurchaseReceiptNumber or PurchaseInvoicenumber.
ReversedIf this is Ticked, then this transaction has been reversed and has another open item reversal linked to it
In DisputeIf this is ticked, then this open item is in dispute and it will not part of the field 'Payment Value' on the supplier payment run. It will however be included in the field 'Balance'.

Viewing open items

  1. In the navigation pane, click Relationships then Open Items.
  2. Use the filter in the Home ribbon to view items of particular types:

    All open itemsIs a ist of all customer and supplier open items
    All customer open itemsIs a list of only customer open items
    Unallocated open ItemsIs a list of all open items that have no allocations or partly allocated
    Unallocated customer open itemsIs a list of only customer open items that have no allocations or partly allocated
    Unallocated supplier open itemsIs a list of only supplier open items that have no allocations or partly allocated
    All supplier open itemsIs a list of all supplier open items  


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  1. To see the origin of any open item, search and highlight the open item and click on 'Source Record'. Show 'Source Record' button
  2. The actual transaction appears on another window.

Show Source in Report

 If you wish to see a hard copy of the open item in the form of either Customer Tax Invoice (Salinv), Customer Adjustment Note (Salcrd), Customer Receipt (Cuspay), Supplier Remittance Advice (Suppay), Supplier Credit Note (Supcre), Supplier Recipient Created Tax Invoice (Supdeb), search and highlight the open item and click on 'Show Source in Report' and select from the drop down filter the available layouts available for that transaction type. 'SHOW IN REPORT' BUTTON

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