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Using Collection, Invoice, Payment and Statement Notes
Using Collection, Invoice, Payment and Statement Notes
This article shows where you can enter and view Collection, Invoice, Payment and Statement Notes!
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Written by Aspire Software
Updated this week

Table of Contents


Purpose

In Aspire, there are numerous places to enter notes relating to finances between you and your customers. Of those notes, there are Collection Notes, Opportunity Invoice Notes, Invoice Notes, Payment Notes and Statement Notes.

Read this article below to learn which note type is best to use when it comes to detailing information on payments, and receivables to better help you use the power of invoicing in Aspire.

In addition to the notes that are more financially related, there are other types of notes available for use in Aspire relevant to properties, opportunities, work tickets, or visits.

πŸ“‘ To learn more about other note types, please read Using Notes in Aspire, here.


Places to Enter Collection Notes

There are three areas you can enter Collection Notes:

  • Property

  • Payment Screen

  • Receivables List

Property

Let’s look at the first option by going to a Property. Clicking into the property record, you will see the property information.

  • Navigate to the Properties module and select your property from the search list.


  • Select Edit Property.

  • On the next screen there is a box to enter Collection Notes. Add your notes as needed.

  • Once finished adding these notes, click Save.

Payment Screen

To view and add notes on the Payment screen click either to the Invoicing module or the New Payment option in the Quick Menu.

  • Select the Payment Account you want to review the Collection Notes for.

  • The Payment Screen is displayed and has a section for Collection Notes.

  • You can select which property associated with the account to add the Collection Notes to by choosing the Property Name from the drop down list.

Receivables List

While you are still in the Invoicing module, you can click to the Receivables tab and add Collection Notes to your display filters.


On the Receivables list, you can add Collection Notes as a display to the list and add to them by clicking the vertical three dot menu and then Collection Notes.


Where To View Collection Notes

Properties Search List

The Properties Search List has a field for Collection Notes available for display.

It will include notes that were added directly to the Property, as well as from Payments that were designated for the particular property.

Receivables Search List

The Receivables list has a display field available for Collection Notes. It will add it into the triple dot menu on the right hand side of your Receivables list.

If you select the triple dot, you can click on the Collection Notes option and review existing notes and add to them as well.

You can filter the list based on the Collection Notes as well by using the filter type of Contains to display every property that has collection notes attached to their record.

AR Aging Report

The AR Aging Report will display Collection Notes under each property. This can be collapsed or expanded to review the notes using the arrow.

AR Aging Detail Report

The AR Aging Detail Report displays Collection Notes under each Property which can be collapsed or expanded to review the notes using the arrow.


Where to Enter Opportunity Invoice Notes

Opportunity Invoice Notes that are added to an Opportunity allows text that will be included on invoices when you generate them from Aspire. You can customize invoice layouts that are built to contain opportunity-specific text blocks.

In the Opportunities Module

πŸ“Œ Note: If you update an Opportunity Invoice Note, the note will update on all invoices. If you need to update a single invoice note you should use Invoice Notes in the Invoicing module for the specific invoice.

From the Quick Ticket Screen

Display the Quick Ticket screen from the Time Entry screen by either directly adding the Quick Ticket on the Time Entry screen or by creating a new Work Ticket from a ticket that has been entered by a Crew Leader in Crew Mobile on the Time Entry screen.

When the quick ticket screen is displayed, this field is initially populated by combining the Opportunity Invoice Note specified by the crew leader when creating the work ticket, and the Opportunity Invoice Note specified on the work order template.

You can use the previously provided information and modify it as appropriate for display on the invoice.


Where to View Opportunity Invoice Notes

Opportunity Detail Screen

You can add a filter or display to show Opportunity Invoice Notes in the Opportunities module. Adding this display allows you to see any notes recorded on the opportunity itself, including Opportunity Invoice Notes.

In the Invoice Assistant Display Filters

Once an Opportunity Invoice Note is recorded, this note also appears in the Invoicing module on the Invoicing Assistant tab by adding the Invoice Note display filter.


Adding and Viewing Invoice Notes on the Invoice Detail Screen

Invoice Notes allow you to enter a note that is displayed on invoices if included in the selected invoice layout. This note is in addition to the invoice note defined on the opportunity.

When generating an invoice, you have the option to add an additional note that goes to your customer when sending the invoice. This type of note does not get recorded in the Opportunity Invoice Notes in the Opportunity Detail Screen.

πŸ“Œ Note: Once the invoice is generated and sent, the Invoice Notes are unable to be edited. To edit a note, your invoice would need to be in Draft status and then resent to your customer for them to receive the updated note.


Adding Payment Notes on the Payment Screen

When recording a payment for a Company, Contact or Invoice, there is a section to add a note about the payment for your internal teams to review. This type of note could explain what to expect from the customer on their next payment, or details about the payment that was just recorded.

To add Payment Notes, you can use the Quick Menu and click New Payment, or navigate to the Invoicing module and select the Payments tab.

Viewing Payment Notes in the Invoicing Module

For a quick view of Payment Notes for many payments that have been recorded in Aspire, navigate to the Payments tab of the Invoicing Assistant and add a display column of Payment Note. The notes will populate under this column.


Places to Add Statement Notes

Statement Notes are used to communicate information to your customer when statements are sent out. You can use this field in layout customization for Statement creation.

πŸ“Œ Note: Once the invoice is generated and sent, the Statement Notes are unable to be edited. To edit a note, your invoice would need to be in Draft status.


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