Learn about the Unsettled Balance Report – Dealerware

Overview

The Unsettled Balance report makes it easy to manage finished-contract invoice balances incurred by customers and those designated to other sources of business (see Split Billing), resulting in increased revenue at the dealership.

Please note there is approximately a 3-hour data sync delay for data to populate on reports. Recent unsettled balances will take time to populate on this report. Similarly, it will take time for settled balances to stop displaying on this report.

To access the Unsettled Balance report, you must have the View Reports permission enabled.

Unsettled balances will categorized by the following payer types:

• Customer: The balance is owed by a customer.
• Additional Payer: A partial or total amount of the customer's balance has been allocated to a third party.

Unsettled Customer Balances that have been paid and Additional Payer Balances that are marked as paid will appear in the Remittance Report, which can be used to determine the sum of balances your dealership expects to be reimbursed.

Understand the Key Terms

Table Summary

There are two totals at the top of the page.

• Unsettled - Customer: total unpaid customer invoice balances for the time period
• Unsettled - Additional Payer : total unpaid invoice balances allocated to third party payers as a result of split billing

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.

• Actual Finish: The date the contract was finished
• Unsettled Balance: The balance owed by the customer or additional payer
• Transaction Status: The status of the transaction. Transactions disbursed from the customer's bank to Dealerware will not appear in the report, but they will appear in the Remittance Report.
• Contract ID: The contract associated with the outstanding balance, which is hyperlinked to go directly to the contract details
• Customer Name: The customer associated with the contract which is hyperlinked to go directly to the customer details
• Payer Name: The customer or additional payer name associated with the contract & balance
• Payer Type: The type of payer who owes the balance, either Customer or Additional Payer (third party)
• Program: The program (collection of vehicles categorized by use case) associated with the contract

Manipulate and Download the Report

Table Filters

This report can be filtered by Date, Contract ID, and Customer Name. By default, the date filter is set to the current month. Learn how to use the filters to search for a specific Contract ID or Customer Name here.

Download

Navigate to the Unsettled Balance Export tab. The tabs are located directly below the table filters. Follow the instructions for downloading here.

Manage Balances

The report contains Customer balances, which are incurred by customers, and Additional Payer balances which 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 only be marked as paid in Dealerware and then settled outside of Dealerware.

Charge a Customer Balance

• Select the Contract ID
• Navigate to the Billing tab of the Contract Details
• Select Charge

Mark an Additional Payer Balance as Paid

• Select the Contract ID
• Navigate to the Billing tab of the Contract Details
• Locate the Additional Billing Information below the customer billing information

• Select the Paid toggle to mark the balance as paid
• Marking the balance as paid will remove the balance from the report and update the Amount Due on the invoice to $0.