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Knocked off: what a settlement writes, what un-does it, and how to read one that half-worked · presentation 4 of 4 · for the whole-system operator — you run the books Read the transcript · Back to the series

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Knocked off: what a settlement writes, what un-does it, and how to read one that half-worked · presentation 4 of 4

Reading a knock-off that half-worked

You can start from the customer's statement rather than the invoice, separate the four shapes of 'still owing' with two Contra tabs…

Where to look

Step 1 — Start from the customer's statement, not from the invoice

You will see the whole picture in one screen.

  • Open the Statement of Account for the customer in the Debtor Report applet
Screen capture pending the demo tenant

Debtor Report → Statement of Account → one customer → Transaction sub-tab, the invoice open and the receipt on its own line

Step 2 — Separate the four shapes with two tabs

You will name the shape before you touch anything.

What you do
  1. Open the invoice's Contra tab and the receipt's Contra tab

Reports

Step 3 — Know which report reads what, and what a back-dated contra's date really is

You will stop comparing two reports that were asked different questions.

Where this step sits
    flowchart TD
  s1["1. Start from the customer's statement…"]
  s2["2. Separate the four shapes with two…"]
  s3["3. Know which report reads what…"]
  s4["4. Know what Trace Document does and…"]
  s5["5. Know when it is a support…"]
  s6["6. Run the routine"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  s5 --> s6
  classDef here fill:#1e40af,stroke:#1e40af,color:#ffffff,font-weight:bold;
  class s3 here;

Step 4 — Know what Trace Document does and does not check

You will not wait for a Resolve button that does not exist.

What this step names
  1. Trace Document in the Financial Report applet is the right tool for…
  2. Four for a finalised document and two for a voided one
  3. Each with a Resolve button that creates
  4. Reposts the missing artefact

Escalating

Step 5 — Know when it is a support matter, and what to say

You will write the message that gets it fixed first time.

What this step names
  1. Report the two totals
  2. The tab's and the column's
  3. With the document number
  4. Say that the balance was not refreshed after a contra

Step 6 — Run the routine

You will close every knocked-off call the same way.

What you do
  1. Open the customer's Statement of Account: if the total is right and the receipt…
  2. Open the receipt's Contra tab: empty means the second request never got through…
  3. Open the invoice's Contra tab and add up its rows…
  4. Run Trace Document only for the receipt's own postings, never for the settlement

NarrationSlide 1 of 10

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