Overview
The Unsettled Balance report makes it easy to manage finished-contract invoice balances incurred by customers, and those that have been designated to other sources of business (see Split Billing), resulting in increased revenue at the dealership. To access the report, you must have the View Reports permission enabled.
Unsettled balances will appear in the report as the following payer types:
- Customer: The balance is owed by a customer.
- Additional Payer: A partial or full amount of the customer's balance has been allotted to a third party.
Unsettled Customer balances that have been paid and Additional Payer balances that have been marked as paid will appear in the Revenue Report, which can be used to determine the sum of balances your dealership expects to be reimbursed.
Understand the Key Terms
Table Columns
There are multiple columns within the report's main table to help you understand contract and billing details. Learn about each column below.
- Unsettled: The balance owed by the customer or additional payer
- Contract Finish: The date on which the contract was completed
- Payer Type: The type of payer who owes the balance, either Customer or Additional Payer (third party)
- Name: The customer or additional payer name associated with the contract & balance
- Contract ID: The contract associated with the outstanding balance
- RO Number: The repair order associated with the contract (appears only if an RO was added to the contract)
- Stock: The vehicle stock number associated with the contract
- Vehicle Group: The Vehicle Group associated with the contract
- Transaction Status: The status of the transaction (paid transactions will not appear in the report, but they will appear in the Revenue Report)
- Mobile Number: The phone number associated with the balance (whether a Customer balance or Additional Payer balance)
Customize and Download Table Data
The report contains robust filtering capabilities that allow you to customize and drill into specific data points. Learn how to filter or customize the report below.
- Select the Calendar icon to filter by date
- Select Filter to filter the table by specific columns, filters, and values
- Select Columns to add or remove columns from the table
- Select Download to save the table data as a CSV file
Manage Balances
The report contains balances incurred by customers and those that have been designated to additional payers, such as an OEM subsidy program, warranty company, or another third party.
Customer balances can be settled using Dealerware, however, Additional Payer balances can be marked as Paid in Dealerware, but must be settled outside of Dealerware.
Locating Customer or Additional Payer Balances
- Locate a Customer or Additional Payer balance in the report's Unsettled column
Charging a Full Customer Balance
- Using the report, locate the Payer Type column
- Locate the Customer balance
- Navigate to the far right of the row containing the balance
- Select Action
- Select Manage Billing
- After being redirected to Contract Details: Billing, navigate to the Customer section
- Select Charge
Charging a Partial Customer Balance
- Using the report, locate the Payer Type column
- Locate the Additional Payer balance
- Navigate to the far right of the row containing the balance
- Select Action
- Select Manage Billing
- After being redirected to Contract Details: Billing, navigate to the Invoice section
- Select Add Charge or Credit
- Select Adjustment Type
- Select Charge to increase the balance, or select Credit
to decrease the balance - Select Category to apply a billing category
- Add a Description and Amount (adding a credit in the amount of the balance will zero out
the invoice balance, adding a charge will increase the invoice balance) - Select Add
- Observe that the Amount Due on the invoice changes
- Select Charge to transact