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The Receivables Console

The Receivables console is the accounts receivable desk: invoice what has shipped, post invoices and credit notes, record and allocate receipts, see aged debt, send statements and reminders, and keep every customer's credit in hand. It is built for the credit controller and the receivables clerk, not for architects.

Where to find it

Admin Panel → Receivables:

  • Receivables — the receivables desk; the badge counts invoices and credit notes raised and not yet posted

Architect Panel → ERP - Sales:

  • Dunning Levels — the reminder ladder as a datastore
  • Dunning Notices — every reminder produced; the badge counts reminders that failed to send

Who can open it

Admin-tier users whose group holds ERP: Receivables, and architects. As everywhere in the ERP, the company grant decides the rest: read access to a company shows its invoices, ageing and statements; write access lets you raise documents and send statements and reminders; post access is needed to post invoices and record cash, because both write to the ledger.

The figures

  • Owed to us (net): open invoices less cash and credits not yet applied.
  • Overdue invoices: invoices past their due date, before unapplied cash is set against them, so it can exceed what is owed while cash waits to be allocated.
  • Unapplied cash and credits: received or credited, not yet set against an invoice.
  • Days sales outstanding: worked out on the last 90 days of invoicing.
  • Invoices to post: invoices and credit notes raised and not yet posted.

Each figure opens the tab that explains it. Choose one company in Company, or All my companies to see the group in one currency.

The tabs

  • Invoices & credits: every invoice and credit note with what is still open. Filter with Show, Status (including Not yet posted), Customer, dates, a search box and Overdue only.
  • To invoice: shipped deliveries and service orders not yet invoiced, with an Invoice button per row.
  • Receipts: record cash and allocate it, and see every receipt recorded.
  • Aged debt, Statements, Dunning and Credit control: covered in the other articles of this section.
  • Customers: the customer master, where credit terms are set.

Record a receipt at the top of the screen opens the Receipts tab.

Sending invoices in a batch

Below the invoice list, the card Invoice run - e-mail invoices and credit notes sends a period's posted documents to customers in one go.

  1. Choose the Company and the Dated from and to dates. Leave Only those not sent yet ticked.
  2. Press List them. Each row shows the customer's Billing e-mail and when it was Last sent.
  3. Tick the documents, or press Tick every one with an e-mail.
  4. Press E-mail the ticked documents and confirm. Each goes as a PDF to the customer's billing e-mail and is recorded on its history.

A customer with no billing e-mail is skipped and named; one failure never stops the rest. The result says how many were sent, skipped and not sent.

Keeping Paid status right

An invoice moves to Paid when it is fully settled. Cash allocated elsewhere, for example in the ledger console or from a bank feed, is picked up when the console loads. To keep statuses right without anyone opening the console, switch on the scheduled task Receivables: Paid status sync (hourly, ships switched off; see Tasks).

What goes wrong

  • "You cannot record cash here": you have no post access to any company in view. An ERP administrator grants it in ERP Setup.
  • An invoice stays Posted after it was paid: the cash was allocated outside the desk. Open the console, or switch on the Paid status sync task.
  • The invoice run skips customers: they have no billing e-mail on the customer record.

Worked example

On the first working day of the month the receivables clerk opens Receivables. Invoices to post shows 4, so they open it, check the drafts and post them. They then list last month's posted invoices in the invoice run, tick every one with an e-mail and send 37 invoices; two customers without an e-mail are named, and they print those two. Finally they open To invoice and invoice the three deliveries that shipped over the weekend.

Recommendations

  • Clear Invoices to post daily; a draft invoice is not in the ledger or the ageing.
  • Run the invoice run with Only those not sent yet, so nobody receives an invoice twice.
  • Grant post access deliberately; it is what lets a person record cash.
  • Switch on the Paid status sync once bank feeds are allocating cash.