What can I find on the history tab?

Trash Flow saves a record of almost everything that is done. We seperate the viewing of the history into Financial, Activity, and TeleRoute. When you've selected the History tab on a customer information screen, an entry for History will be included in the menu bar. Click History or right-click anywhere within the tab to bring up a menu.

Financial History

Financial history shows charges assessed, payments received, invoices printed, work orders created and completed, materials disposed of, and more. The top gray area of the financial history tab displays the date Last Billed. This is the most recent date in Trash Flow's records that a statement or invoice was created for this customer. To the right of this is an entry called UnBilled. This amount reflects charges that have accrued on the account, but for which no bill has yet been sent to the customer. There is an aged accounts receivable summary for the customer, showing how much money they've owed for up to 30 days, from 31 to 60 days, from 61 to 90 days, and over 90 days. There is an entry for Deposit; this will always be 0 unless you have taken a security deposit from the customer. Finally, pay by invoice customers will show the Unapplied; this is any money that the customer paid you which has not yet been put towards a specific invoice.

In the white area below, you can check a customer's financial history in one of six different views: balances, taxes and fees, variable rates, tickets, containers, or invoices. Click History or Right-Click > [desired view] to switch to a different view.

• Balances: Shows the dates and amounts of charges, payments, credits, and write-offs along with the ending balance after each transaction. This is the most commonly-used view.
• Taxes and Fees: Shows each transaction along with a breakdown of the taxes charged for every fee description.
• Variable Rates: Shows each transaction along with rates and quantities for all variable-rate charges.
• Tickets: Shows each transaction along with the ticket number, driver, and truck for any charges associated with a landfill ticket.
• Containers: Shows each transaction along with the container number and placement information for any container charges, plus container placement details for any work orders.
• Invoices: Shows each transaction along with the invoice number for each charge and payment.

Other useful information

• When a customer does not owe money then payments are recorded with no tax withheld. Once a taxable charge is created on the account Trash Flow creates a new history entry called "Tax Adjustment." This determines how much tax will now be withheld from the existing payment(s). The tax adjustment never changes the amount of money the customer actually owes; instead, think of it as moving some money from how much they owe you (the trash company) to how much they owe the government in taxes.
• Transactions are shown chronologically with the newest entries at the top. The one exception to this is if you have checked Open Workorders on Top from the System > Properties > Workorder Options menu. In that case any uncompleted work orders appear above the rest of financial history.
• The date shown on each transaction is normally the business date when the charge or payment was recorded. One exception is when a customer pays online, in which case the date will be when the customer actually made the payment. Example: Tolliver Construction pays at the TrashBilling.com website on the evening of Friday, Oct 4th. On Monday, Oct 7th you pick up web payments as usual. That payment will show the 10/4 date even though you did not actually see it until 10/7.
• You can always click a payment or charge and press SHIFT-F8 on your keyboard. That will show the actual date/timestamp when the transaction was entered. This can be useful when trying to figure out if the business date was changed, a payment was made online, something was backdated on the Charge tab or during work order completion, etc.
• When a work order is created it will show the creation date, not the scheduled date. Once the work order is completed this changes to the business date when the work order was financially completed.

Activity History

Activity History shows every time a customer is added to or removed from a route, every time a payment is deleted, every time a change is made to a customer's account information, and more. Activity History becomes available with the purchase of Trash Flow's advanced billing package. When you've selected the History tab on a customer information screen, an entry for History will be included in the menu bar. Clicking History or right-clicking anywhere within the Activity tab to bring up a menu with the following options:

• Add Customer Comment: This allows you to record a comment your customer made.
• Add Event: This allows you to record an event of your choosing with a comment (if applicable).

TeleRoute History

TeleRoute History shows every activity recorded in TeleRoute for a customer. On customers with regular trash pickup the hope is to just see "Picked Up" week upon week. Customers who get containers on call from you will have different entries such as:

• Work Order Started
• Work Order Completed
• Landfill
• Container Left
• Image
• Note
• Work Order Extra

If an image exists you can right-click to view an image, or if you use the messaging feature you can send a copy of the image to the email address on file. Note that this information gets saved immediately to the customer's account when the data arrives in Trash Flow from the tablets. Finally, you can run a TeleRoute Activity Report for a specific customer (usually a busy contractor with many work orders) to get totals on the activities you see here.