Charge accounts and statements
Invoice fleet and dealer customers on account, print statements, and record their payments when they come in.
Shops with fleet, dealer, or commercial customers often finish the work now and get paid later. In Flux that is a two-step flow: close the invoice with an Open payment method, then record the payment on the Accounts Receivable report when it arrives.
1. Invoice on account #
When you invoice the work order, choose a payment method that is marked Open, such as the built-in House Account. The ticket closes and the parts come out of inventory as usual, but the balance stays outstanding. See Payment methods to set up a charge-account method with your own name.
2. See who owes what #
- Open Reports and choose Accounts Receivable.
- Enter the date range of the invoices and click View Report.
Unpaid invoices are grouped by customer, each with the date, invoice number, fleet number, and amount, and a Total for the customer.
3. Print a statement #
Click Print Statement under a customer to print a statement with your store's header and logo, the customer's address, today's date, and every open invoice. Send it with your monthly billing.
4. Record a payment #
When the money comes in:
- Run the Accounts Receivable report again.
- For each invoice being paid, change Mark Paid from Unpaid to the method the customer used. Choosing a check method asks for the Check Number.
- Click Update.
The invoice drops off the report, and the payment appears under AR Payments on the Posted Totals report for the day it was recorded, so your daily totals show the cash without double-counting the original sale.
Tip: A customer paying several invoices with one check: enter the same check number on each line and update once.