You can add and record Notes, organize your Tasks as well as attach the document(s) to share internally, and/or with your customers (your customers can access these document(s) to download from their customer portal page if you allow them to).
Add Notes in YayPay
There are several areas in the platform where you can record and add new Notes to the Customer or Invoice, and share these notes within your team.
Option #1 - Add Main Note
Click on the "Description" button in the Customer header section to create a standalone note. There is no date time stamp for the recording, and the note will remain visible on the Statement page until is deleted.
Option #2 - Add Customer-Level Notes
Use the NOTES tab located at the bottom of the Statement Page to create and add new Notes against the Customer.
Enter the note text and click on the "Add note" button to save the information. Each customer note saved has a date-time stamp to it as well as the user who recorded the note.
Click on the "Create Task" checkbox if you also want to create a task at the same time as recording your new customer note.
You will be prompted for the due date of the task, while your note text will become the Description of the Task. This task will have a generic task title called "Task" which can be edited with more information.
Depending on whether you have an AR Specialist assigned to the Customer, the task may also be assigned to the "AR Rep" associated with the Customer.
You can review this task using the Tasks menu which will list all tasks, or the TASKS tab within the Statement Page, which will show only the tasks associated with the customer:
Option #3 - Add Invoice-Level Notes
To record an invoice level note, click on the Invoice # (this will take you into the Invoice Page). Use the NOTES tab (located to the right of the Invoice) to create and add new Notes against the Invoice.
Enter the note text and click on the "Add note" button to save the information. Each Invoice note saved has a date-time stamp to it as well as the user who recorded the note.
Click on the "Create Task" checkbox if you also want to create a task at the same time as recording your new invoice note.
The features of the task associated with this invoice are similar to the outline when creating a task from a customer note.
View Most Recent Notes
To view and share the most recent note, insert the column "Last customer note date" and "Last customer note" into your Aging Report so as to increase the team's visibility of the collection activity going on for the customer.
Depending on your record-keeping approach within YayPay, other relevant columns that you can also consider including into the Aging Report are:
- Main Note
- Last invoice note date
- Last invoice note
Invoice Notes are also visible when you click on the Invoices menu. The Last Note column will show your most recent / latest invoice level note recorded for the Invoice #.
Add Call Log in YayPay
Click on the Telephone icon to record your call outcome/conversation in the form of a call log:
All Call Logs recorded can be viewed under the CALL LOG tab located at the bottom of the Statement Page
Add/Attach Documents in YayPay
As part of other record-keeping activities, you can also attach documents to the Customer or Invoice (max 3 files).
Within the Statement page, look at the DOCUMENTS tab to view any document(s) attached or to upload/delete the document(s):
Refer to this article on how to select and attach the document(s) at the Customer-level: https://yaypay.helpjuice.com/71918-statement/customer-level-supplemental-documents
Within the Invoice Page, look at the DOCUMENTS tab to view any document(s) attached or to upload/delete the document(s) also
Refer to this article on how to select and attach the document(s) at the Invoice level: https://yaypay.helpjuice.com/71918-statement/invoice-level-attachments
