The Balance Due is dynamically calculated each time it is requested in a report or displayed on the screen. Several settings influence this calculation, and modifying these settings after records have been entered may impact prior Balance Due amounts.
Important Notes:
- Payment Types are not user-defined but can be enabled or disabled.
- References to Payment Types in this guide may include options that are currently disabled and not visible to the user.
Applies To: Enterprise, Plus, Basic
Client Invoicing Method
The invoicing method in XenDirect is categorized as InvoiceB or InvoiceC. These methods calculate the Balance Due based on invoice item fees (amount due) and invoice payment transactions (amount paid).
- This process is managed through Main Menu → Accounting → Invoices.
- A third invoicing method, InvoiceA, follows a credit-based approach often used by colleges and universities. To enable InvoiceA, contact Xenegrade support.
Balance Due Calculation (InvoiceB/C)
1. Amount Due
- The total sum of all invoices and invoice items.
2. Amount Paid
- The total of all payments recorded with the invoice.
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Added to Amount Paid:
- Payment Types: American Express, Cash, Check, OnAccount Used, Diners Club, Discover, Laser, MasterCard, Money Order, Other, Visa.
- Transactions not tagged as Refund.
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Subtracted from Amount Paid:
- Payment Types: Uncollected Funds.
- Transactions tagged as Refund.
- Entry Error Payment Type should always be excluded from Balance Due calculations to avoid inaccuracies.
3. Balance Due Calculation
Balance Due = Amount Due- Amount Paid
Settings That Affect Balance Due
1. Payment Type Settings
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Main Menu → Selects → Payment Types:
- Only Payment Types tagged as Balance Due = Include will be factored into the Balance Due calculation.
2. Client Fee Group
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Main Menu → Clients → Client Info → Demographics:
- The Fee Group field determines which fees should be included in the calculation.
3. Section Fees
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Main Menu → Sections → More → Fees:
- Only fees where "Included in Balance" = Yes will be used in the Balance Due calculation.
Conclusion
By ensuring these settings are correctly configured, you can maintain accurate Balance Due calculations. For further assistance, refer to related articles or contact support.