How Do I Set Charges to Accounts?

How Do I Set Charges to Accounts?

Assign Charge Cards and Charge Windows

This guide explains how to assign charge cards and charge windows to customer accounts and control how these charges appear on invoices. This ensures accurate billing and clear invoicing for your customers.



Step-by-Step Guide

1. Access the Accounts Screen

From the left-hand menu, click Accounts. You will then see a list of all accounts in the system.

2. Select an Account

Choose the account you want to apply charges to by clicking on it. Scroll down the account details screen until you find the Charge Card and Window section.

3. Apply Charge Card and Charge Window

From the Charge Card dropdown, select the appropriate charge card for the account. From the Charge Window dropdown, select the charge window that defines the frequency (daily, weekly, or monthly). Click Save to apply these settings.


Setting Charge Appearance on Invoices

Scroll to the Charges Appearance on Invoice section, which is below the Charge Card and Window section in the account settings. For each type of charge (e.g., rental, receipt, pick, sundry), choose one of the following options from the dropdown:

  • Summary: Shows a summary of all charges.
  • Detailed Lines: Displays each charge individually.
  • Grouped: Groups similar charges together.
  • Hidden: Hides charges from the invoice.

Once you are happy with the display settings, click Save.


Viewing and Managing Charges

1. Access the Charges Screen

From the left-hand menu, click Charges, then select View Charges. This screen will display all accounts and their associated charges.

2. Manage Charges

You can manage charges using these options:

  • Download Invoice: Click to download a PDF version of the invoice.
  • Create Invoice: Click to generate a new invoice. It will appear in the Invoices section.
  • Show: Click to view all the charges that are ready to be invoiced.

FAQs

How do I assign charge cards to an account?

Go to the Accounts section, select the account, and assign the charge card and charge window in the Charge Card and Window section.

Can I customise how charges appear on invoices?

Yes, you can choose from Summary, Detailed Lines, Grouped, or Hidden in the Charges Appearance on Invoice section.

How do I view all charges for an account?

Go to Charges > View Charges to see all accounts and their associated charges.

Can I download or create invoices manually?

Yes, you can either Download Invoice or Create Invoice from the View Charges screen.

What happens if I change the charge appearance options?

It alters how charges are displayed on the customer's invoice—either summarised, detailed, grouped, or hidden.


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