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How to Use the AR Dashboard

The AR Dashboard shows you the current state of your community’s overdue unpaid invoices. Use its controls to view your accounts receivable from every angle.

Access this feature from the Admin Dashboard in the “Financials” section of the vertical dashboard window. The “AR Dashboard” tab appears at the top of the “Financials” section.

At the top right of the “AR DASHBOARD” window, the “Actions” dropdown menu provides access to additional functions.

  • The “Resend Invoices” option opens the “RESEND INVOICES?” window. Click on its “Send” button to resend each individual invoice shown on the AR Dashboard’s filtered invoice list. The “Cancel” button closes the “RESEND INVOICES?” window without sending out any invoices.
  • The “Compile Filtered Invoices” option opens the “COMPILE INVOICES” window, which enables you to download a PDF file that contains all the invoices shown on the AR Dashboard’s filtered invoice list. The “Basic” button downloads a PDF file that contains the filtered invoices in the same format in which they went out to Members and/or Households. The “Advanced” button downloads a PDF file that contains the filtered invoices in a format suitable for folding and mailing in approved window envelopes. The “Cancel” button closes the “COMPILE INVOICES” window without downloading any invoices. Note that you will receive your download file attached to an e-mail message sent to the e-mail address on your Admin account.
  • The “Download Summary Data” option opens a file-save dialog box that enables you to download a CSV file that contains information about all the filtered invoices shown on the AR Dashboard’s filtered invoice list.

Near the top of the “AR DASHBOARD” window, four snapshots show you a quartet of data views. As you search through and analyze the data on this window, the totals displayed on these data snapshots change to reflect the impact of your search and analysis criteria. These data do not include any open invoices that are due but not late. These data include any late one-off invoices generated through a Member Wallet or Household Wallet. Additionally, note that these totals include outstanding invoices from inactive dues items because invoices remain due even if the dues item that generates them is not active.

  • The “Current Overdue Invoices” snapshot graphs your community’s late invoices across all dues items. It breaks out your receivables across time, with graph segments for 1-30 days, 31-60 days, and 60+ days.
  • The “Current Amount Owed” snapshot shows the total amount due across all overdue outstanding invoices.
  • The “Current Late Fees Owed” snapshot reveals the fee amount across all overdue invoices.
  • The “Current Members/Households Overdue” snapshot shows the total numbers of Members and of Households with overdue invoices.

The “Outstanding Invoices” section of the AR Dashboard provides you with analytical search and segmenting tools. If your list of overdue invoices covers more than one page, click on the right arrow above the list to move to a later page, the left arrow for an earlier page, or a page number to go directly to that page.

  • The “Search Invoices” box accepts all or part of the name of a community Member, a Household Title, a dues item name, or an invoice number. Click on the search button (magnifying glass) to perform your search. To clear your search term, click on the “X” button next to the search button.
  • The “Filter by:” dropdown menu enables you to filter the list of overdue invoices so it only displays those sent in the last week, or overdue by 1-30 days, 31-60 days, or 60+ days. Note again that only overdue/late invoices from regular dues items are shown.
  • The “Invoice Type:” pushbutton controls provide single-click access to filter the overdue invoice list by Member or by Household dues items. Click on the “All” button to return the list to displaying both Member and Household invoices.
  • The “Included Invoices:” pushbutton controls enable you to filter the invoice list so it shows “Not Yet Late,” “Late,” or “Paid” invoices. Click on more than one of these three buttons to filter the list by more than one of these criteria.
  • The “Active:” pushbutton controls enable you to filter the invoice list so it displays only invoice from “Active” or from “Inactive” dues items. Click on more than one of these two buttons to filter the list by more than one of these criteria.
  • The invoice list itemizes your receivables by Member Name or Household Title, the name of the dues item, the amount due, the due date, the status, the invoice number (shown with the date on which the invoice originally was sent), and an “ACTIONS” column with three-dots menu access to the same additional features as the equivalent column on the “Summary” window for an individual dues item. These options include “Mark Payment,” “Resend Invoice,” “Invoice Notes,” “Download Invoice,” and “Waive Late Fee.”
    • The “Mark Payment” option enables you to enter a payment amount manually for an offline payment (for example, via check or money order), and void or delete an invoice. If the dues item accepts partial payments, the “Mark Payment” option accepts them. (For more information about the “Mark Payment” option, see the “Mark Payments on Dues and Fees” item in these instructions.)
    • The “Resend Invoice” option sends the Member or Household another copy of the invoice via e-mail attachment. For more information about the “Resend Invoice” option, see the “Resend Invoices for Dues and Fees” item in these instructions.
    • The “Invoice Notes” option enables you to enter comments and observations about a specific invoice. Remember that these notes are visible only through this option, both here and on the “Summary” window for the individual dues item that generated the invoice. For more information about the “Invoice Notes” option, see the “Record and View Notes on Dues and Fees” item in these instructions.
    • The “Download Invoice” option downloads the specific invoice to your computer as a PDF file. For more information about the “Download Invoice” option, see the “Download Invoices for Dues and Fees” item in these instructions.
  • The “Waive Late Fee” option enables you to remove all late fees (flat amount and/or percentage based) from an individual invoice. Note that this option does not appear if no late fee applies to the invoice, or if a late fee applied but already has been waived. For more information about waiving late fees on invoices generated from Dues and Fees, see the “Waive Late Fees on Dues and Fees” item in these instructions.
  • To sort the overdue invoice list by any data column, click on a column name or the pair of arrows to the right of the name. By default, the records sort in ascending order. To change the sort to descending order, click on the pair of arrows again. Each time you click on the arrows, the sort order changes. You can identify the sort order by which of a pair of arrows is dark gray. When the information sorts in ascending order, the arrow pointing up is dark, and vice versa. On unsorted columns, both arrows appear in light gray.