Viewing and Managing Unsettled Balances
How does an unsettled balance occur?
A contract was finished in Dealerware Mobile and the user selected Charge Later to temporarily waive the transaction.
A contract was finished in Dealerware Web but the associated balance was never charged.
A customer's credit card declined when attempting to process the balance in Dealerware Web or Mobile.
An invoice was modified in Dealerware Web but was never settled.
Where can I view a list of unsettled balances?
How Do I Charge an Individual Unsettled Balance?
In the Unsettled report, select the associated Contract ID
Once redirected to the Contract's billing page, select Charge to process the total balance, or modify the balance by selecting Add Charge or Credit from the Invoice section
After modifying the balance, navigate to the Payment Information section and select Charge
If I don't want to charge the customer, how do get rid of an unsettled balance?
Navigate to the contract with the balance, either via the unsettled balance report, the contracts tab, or the customer's profile
Select the billing tab
Select Edit Invoice on the Invoice card, and then select Add Charge or Credit
Select Charge or Credit from the adjustment type drop down. Charge will INCREASE the balance, while Credit will DECREASE the balance
Select the adjustment Category for proper source of business reporting
Note: If tax is preconfigured for a specific charge type, ie: Daily Rate, the tax amount will automatically be factored into the adjustment which can impact the accuracy of your adjustment. You can select Generic Charge to ignore any preconfigured tax consideration for the adjustment.
Enter in a description for the adjustment. This will be how the adjustment will be displayed on the invoice
Finally, add the $ amount needed to bring your amount due to $0
If done correctly, the amount due should read $0.00
Note: Unsettled balances will take 3 hours to update in the Unsettled Balance Report