Overview

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.

Open 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.

Fields

Name	Description
Type	The transaction type of the open item (e.g. SUPPAY for Supplier Payment, SALINV for tax invoices, SRVINV for service order invoices etc).
Number	The transaction number of the open item.
Site	Site from where that transaction originated from. Most stores are single sites but you can be a multisite store.
Date	The date and time of the open item.
Card	Customers 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.
Due	The 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 Override	This 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.
Tender	Tender type that was used to finalise transaction. Tenders are used on transactions to confirm either the giving or receiving of a payment.
Period	The period is in YYYYMM format and it is the period driven by the date of the date of the open item
Value	The total value of the open item.
Tax Value	Total tax value of the open item.
Allocated Value	Total value of any allocations against this open item.
Balance	The 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.
Age	Ageing of the open item. Current = all open items in the current month; 30 days = all open items in the previous month etc.
Payment Reference	Only applies to transaction types of CUSPAY and SUPPAY. It is any description or reference entered at the time of one of these transaction types.
Description	It 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,
Comment	This is a configureable field that is driven by setting the system reference to either display default Site, PurchaseReceiptNumber or PurchaseInvoicenumber.
Reversed	If this is Ticked, then this transaction has been reversed and has another open item reversal linked to it
In Dispute	If 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

In the navigation pane, click Relationships then Open Items.

Use the filter in the Home ribbon to view items of particular types:

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

You can allocate or unallocate an item from this list view. This can only be done if the open item has no allocations, or has allocations that can be unallocated.

Allocating an open item

In the filter list, select the filter that best matches the item you want to allocate. This will be either "Unallocated open items", "Unallocated customer open items" or "Unallocated supplier open items".
Search for the open item you wish to allocate. This can be made easier by sorting the view by Card. If you know the card ID, you can enter it in the Card field to find all open items for that card.
Click on the open item you want to allocate, then click on the Allocate action button. The Allocation window will open with a list of all outstanding open items for that card.
Complete the allocation. For more information, see Allocations.
When you have finished, click Finalise to complete the transaction.

Unallocating an open item (reversing an allocation)

In the filter list, select the filter that best matches the item you want to unallocate. This will be "All open items", "All customer open items" or "All supplier open items".
Search for the Open Item you wish to unallocate. This can be made easier by sorting the view by Card. If you know the card ID, you can enter it in the Card field to find all open items for that card.
Click on the open item you want to unallocate, then click on the Unallocate action button. A window will appear containing a date of the allocation and asking you to confirm your action:
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If a period is closed the system will not allow you to back date the allocation.
Click OK to accept and reverse the allocation.

Show Source Record

To see the origin of any open item, search and highlight the open item and click on 'Source Record'. Show 'Source Record' button
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

Printing multiple open items on the one report

Select multiple open items by holding down the Shift key and clicking on each open item.

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Click Show in Report and select one of the layouts.

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The report will appear on the screen.

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