Purpose
The Receivables Search List allows you to review receivable balances, manage customer statements, and start billing communications directly from Aspire. From this screen, you can view aging receivables, record payments, and print or email statements to customers.
Overview
The Receivables Search List functions like other search lists in Aspire and is available from the Navigation Bar under Invoice > Receivables.
From this screen, you can:
View receivable aging and balances by property.
Add payments to open receivables.
Print or email customer statements in bulk.
Access statement formatting and email options through linked screens.
Display field icons
Unlike most other search lists, the Receivables Search List has Display options you can add via the Display modal to perform actions for individual receivable line items. These icons are described in the following table:
Menu option | Description |
|---|---|
Add Payment | Opens the Payment screen with prefilled information for the selected receivable. From the kebab menu beside a receivable line, select Add Payment to complete payment entry.
|
Send Email | Opens the Email screen for sending a message about the selected receivable. From the kebab menu beside a receivable line, select Send Email to compose and send an email.
|
Bulk actions menu
The Bulk actions menu provides options for generating and distributing customer statements.
Menu option | Description |
|---|---|
Print Statement | Opens the Report Settings screen to configure print parameters for customer statements. |
Email Statement | Opens the Bulk Email Invoice Statement screen to send selected statements as email attachments to property billing contacts. |
Print Statement screen
The Report Settings screen allows you to define parameters for printing customer statements. You can access it by selecting one or more receivables, selecting Bulk Actions, and then selecting Print Statement.
When your company starts using Aspire, you can choose between two statement formats:
Standard format: Lists all invoices with an outstanding balance.
Balance forward format: Rolls forward prior balances and lists only current-month invoices.
You can configure Aspire to use one format or allow a choice between both formats when printing statements.
Screen Element | Description |
|---|---|
Report Layout | Select the statement layout to use when generating statements. Layouts are typically defined during system setup with AspireCare. |
Statement Date | Enter the date to be displayed on the printed statement. |
Transaction Date | For balance forward statements, enter the cutoff date for invoices and credit memos to include. This does not affect standard-format statements. |
Export Type | Select the export file format. Available formats include PDF, Excel Spreadsheet, HTML, PNG, MHT, RTF, and Text.
|
Bulk Email Invoice Statement screen
The Bulk Email Invoice Statement screen is accessed from the Email Statement option in the Bulk Actions menu on the Receivables Search List. This screen allows you to email selected statements as PDF attachments to the billing contacts for the associated properties.
Menu Option | Description |
|---|---|
To | This is a read-only field that displays the billing contact's email address from the Property record. |
CC | Select contacts from the menu to CC on the statement email. All selected statements will be sent to these CC'd contacts. |
Subject | Enter the email subject line. You can insert dynamic tokens that populate with property- or statement-specific data. |
Insert Email Token icon | Select this icon to open the Tokens screen, allowing you to select and insert tokens into the subject line where your cursor is.
|
Statement Date | Specify the statement period to include open invoices for on the statement. |
Attach Proposal | Choose the format that defines the layout of the statement you want to send. |
Body Text | Enter the body message to include with the statement email. |
Send | Select this to send the message and return to the Receivables Search List. |
Cancel | Select this to return to the Receivables Search List without sending the message |
Summary
Use the Receivables Search List to manage customer billing efficiently by:
Tracking receivable balances and aging.
Printing or emailing statements in bulk.
Quickly starting payments or customer correspondence.
These tools improve your collections process and maintain clear communication with your clients directly from Aspire.