Managing Client Accounts
Client Account Details
Clicking a client account from the Client Accounts listing opens the Client Account Details page. This page provides a comprehensive view of the client account, allowing administrators to review and manage its information, transactions, statements, and account settings.
From the Client Account Details page, administrators can:
- View and update client account information.
- Manage billing addresses.
- Review transaction history.
- Record payments and deposits.
- Generate and send statements.
- Configure account settings.
- View the current balance and available credit.
Transactions
The Transactions tab displays the complete transaction history for the selected client account. It provides a chronological record of all purchases, payments, refunds, deposits, and payment reversals associated with the account.
The transaction list includes the following information:
| Column | Description |
|---|---|
| Transaction ID | Unique identifier of the transaction. |
| Date & Time | Date and time when the transaction occurred. |
| Transaction Type | Type of transaction performed. |
| Amount | Transaction amount. |
| Balance Due | Outstanding amount remaining for purchase transactions. |
| Running Balance | Current account balance after the transaction. |
The following transaction types are supported:
Purchase
A Purchase transaction is created whenever an order is placed using the Client Account as the payment method.
Selecting a purchase transaction opens the corresponding order details.
Payment
A Payment transaction records an amount received towards outstanding purchases. Payments can fully or partially settle one or more outstanding invoices.
Refunded
A Refunded transaction is created when an order paid through a Client Account is refunded.
Depending on the account status and outstanding balance, the refund may reduce the outstanding balance or be added as a deposit to the client account.
Payment Reverted
A Payment Reverted transaction is created when a previously recorded payment is reversed by an administrator.
The original payment transaction remains in the transaction history and includes a reference to the reversal transaction for audit purposes.
Email Transactions
Administrators can email one or more purchase invoices directly from the transaction list.
Invoices can be sent to:
- The configured invoice recipient email addresses.
- Any additional email address entered at the time of sending.
Payments and Deposits
Payments can be recorded against a Client Account to settle outstanding balances or add funds to the account as a deposit.
Record a Payment
Payments are automatically applied towards the oldest outstanding transactions until the payment amount is fully utilized.
If the payment amount exceeds the outstanding balance, the remaining amount is automatically recorded as a Deposit.
Record a Deposit
If a client account has no outstanding balance, any payment recorded against the account is treated entirely as a deposit.
Deposits remain available for future purchases.
Deposit Usage
When a client account has an available deposit balance, new purchases automatically utilize the available deposit before creating additional outstanding balances.
This helps reduce the customer's payable amount without requiring any manual intervention.
Deposits are automatically applied whenever sufficient funds are available in the client account.
