How to use Spenda’s Accounts Receivable Management feature

How to use Spenda’s Accounts Receivable Management feature

What is Accounts Receivable Management and how to use it as a Supplier

Spenda’s Accounts Receivable Management solution is an online portal that allows you as a supplier to access your outstanding debtors and invoices in one simple user interface. With the function to invite your customers into the Spenda ecosystem, you can provide your customers with a simple to use, all-inclusive portal for them to pay their outstanding debts.

How does this work?
This works by importing your customer’s details from your financial system and linking it to your Spenda Accounts Receivable Management portal. Your customers will be given access to an account which they can access through their browser, where they can view and pay all their outstanding invoices.

How do payments work with Spenda?
A customer can pay off an invoice or multiple invoices in one go using the card details they input. They can also use any outstanding credits associated with that account as well.

How to Invite your Customers to Spenda:

Prerequisites:
This feature comes in two forms: Visual Only or Visual and Payment Gateway.

To have access to the payment gateway, you must have a Virtual Terminal setup on your account. If you do not have this setup on your account, you will need to contact Spenda Sales on 1300 682 521 and select option “Sales”.

1. Visual only: Allows you to view all your outstanding debtors in one location, with invoice information and due dates in one handy location. The customers you invite to use Spenda will also have a visual user interface, which they can use to view their owed invoices and unallocated credits.

2. Visual and Payment Gateway: Allows you to view all your outstanding debtors, invoice information, and due dates. You will also be able to take payments from your customers. The customers you invite to use Spenda will also have a user interface which they can use to view and pay off their owed invoices and unallocated credits.

Let's get started!


  1. You can access your Accounts Receivable account by visiting:  https://my.spenda.co/
    Here, you can enter in your Spenda account details.



  2. Once logged in, you are greeted with the “Take Payment” module interface. This is where your customers with owed invoices and unallocated credits will be visible.

    Search Function: There is a search bar located on the left-hand side of the screen to allow you to search for a specific customer.

    Filters: Choose to filter your invoices by selecting overdue customers, due soon customers and customers with unallocated credits. These filters allow you to view all invoices from any customer within these parameters, giving you greater control and oversight of your outstanding invoices.



  3. You can use a filter by clicking on the tile. This will generate all customers within this search and show you the results. The customer tile will display a collect figure of total invoices and the owed amount. 



  4. To view the customer's invoices individually, click on the customer tile. This will display more information on the customer and their invoices/credits. Here, you will be able to view the customer name, total unpaid amount, credit limit (if one is given), available credit (if a limit is given), each invoice with the due date, total and outstanding amount. As well as an additional search function to find invoices quicker, filters to break down invoice urgency and a “Pay Now” button.



  5. To view more details on the owed invoice/unallocated credit, click on the invoice tile. This will take you to the invoice details section. Here you can see Invoice details, Reference, Invoice Date, Due date, Customer Ref, Sales Rep, Delivery Method, Warehouse, Billing Address, Ship to address, Invoice Lines, Total and Balance.

    You are also given the option to open the invoice in PDF, this is located at the bottom middle of the screen. This will open an additional tab where you can save the invoice PDF.



  6. Only Accessible for Accounts with Virtual Terminal Set Up.
    If your account is set up with a Virtual Terminal, you will have access to the Payment Gateway which allows you to take card payments through your Spenda account using your customer's card details. To access this, you can click “Pay Now”. You will then be able to select a single invoice or multiple invoices to pay in one transaction. Enter the card details and click “Pay”. Congratulations, you’ve taken payment on Spenda!

    Your customers will also have the ability to use this payment gateway to pay off the invoices through their individual Spenda portal. This allows them to pay for these invoices in a simple manner, which means less debt chasing for you and greater flexibility for your customers!



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