Payments applied to open invoices

[MirandaMel]

Good afternoon, Community!

We often take a deposit on jobs that are scheduled in the near future.  We take the payment on the job as we found using the credit on account was causing us to miss payments being applied properly.

Do you have any ideas for a report to create (or maybe even an existing one?) that shows payments on open jobs?

Thanks!

Miranda

[MirandaMel]

Thank you so much everyone!  All the ways worked to get sort of what I wanted, but the custom report did the trick!

[CShang · Accepted solution]

Hi Miranda!
Not sure if this helps for what you are looking for but here goes. You can create a custom report that will show payments on open jobs and use balance to target ones where you got a deposit but the invoice isn't paid in full.

Reports > Create Report
Accounting > Invoices > and you can any columns you want but for sure these ones
Job Status : Filter for "In Progress" as these are open jobs
Payments: to see all payments on the invoice so far
Balance: how much the customer still owes and can filter for greater than 0 if you want to remove paid off invoices
Total: for total of invoice. 

 Hope this helps!

[DiamondK1]

You'll want to play with the settings for your needs but the existing "Jobs Report with Upcoming Appointments" would probably be a good starting point for your use/needs. You could search by Jobs with Next Appt Start Date and add the Balance and Jobs Payments columns and then edit/tweak for your needs from there. Good Luck!

[AdamCronenberg]

If that is a case, you can run a jobs report and look at jobs scheduled in the future (or also jobs where the status isnt completed) and see ones that have an open balance that is different than the total.  That would help you isolate future scheduled jobs that have a payment against them.  Hope that helps.

[MirandaMel]

The AR transactions report isn't showing them as they are on invoices that haven't been completed yet.  They also won't show up as applied payments as they are on a job and not a customer.  I was hoping to find them all in one area but it doesn't seem to be working. 😞

[Sheena_Palacios]

@MirandaMel the solution @AdamCronenberg mentioned above would be your best route. If you still want a report that shows the kpi you're asking for, there is a template called "AR Transactions" that should get you both payment and job info for incomplete/open jobs.

[AdamCronenberg]

The All Payments data set in custom reporting has a KPI that is called "Credit Remaining" that you should be able to utilize to find credits that are sitting out just on the customer record that should be applied to upcoming future jobs.  Also, the new transactions hub has an applied status on the customer payments section that shows you all the unapplied payments out there and can be a useful way to find open credits just sitting there and make sure they get applied correctly to the upcoming work.  Hope that helps!