Receivables

Receivables keeps track of what your customers owe you: the invoices you raise, the credit notes that reduce them, and the payments that settle them. Each document posts to the general ledger the moment you post it, so the customer’s balance, the ageing report and the receivable account in Finance tell the same story.

How it fits together

Part	What it is
Invoice	A bill to a customer. You raise it on its own, or from the shipments of a sales order.
Credit note	A document that lowers what a customer owes, against one invoice or on its own.
Payment	Money a customer paid into one of your bank accounts, allocated to their open invoices. The screens also call it a receipt.
Customer	Kept in the Sales module. Its currency, payment term, posting profile and credit limit fill in each document you raise for it.
Payment term	Sets each invoice’s due date. See Payment terms.
Posting profile	Names the receivable, revenue and returns accounts a customer’s documents post to. See Posting profiles.

What each document creates

When you post	What changes
An invoice	The customer’s balance rises. The ledger books the receivable, the revenue and the tax due. An invoice that stands alone and holds stocked items also takes them out of the warehouse named on it; an invoice drawn from a sales order’s shipments moves no stock, because the shipment already did.
A credit note	The customer’s balance falls. The ledger reverses the receivable, the revenue (to the Sales returns account when the profile has one) and the tax. Stocked items on the note come back into the warehouse.
A payment	The money lands in the bank account you pick, the receivable falls, and each invoice it pays shows Partial or Paid. A difference in exchange rate since the invoice is booked as a gain or loss.

Every posted document lists its journal entry on its Related tab, and the entry shows in Finance ‣ General ledger ‣ Journal entries with the document as its source.

If your subsidiary is set up for e-invoicing, posting an invoice or a credit note also stamps it for the tax authority, and the printed copy carries its QR code.

Where documents come from

You raise most documents on these screens, but some arrive already posted:

• A field rep who invoices or collects cash in the rep app sends the invoice and the payment here.
• Each point of sale checkout posts an invoice and its payment.
• When a sales return is settled, it raises and posts the credit note against the invoice for you.

ملاحظة

Posting and voiding an invoice or credit note need the Approve access level. A user with Create or Edit can prepare drafts, and someone with Approve posts them. A payment is different: recording it with Create posts it at once, and only voiding it needs Approve.

Before you start

Receivables reads its defaults from Finance and from the customer, so set these up first:

• The bank accounts payments land in, in Bank accounts.
• A Customer posting profile with its receivable and revenue accounts, in Posting profiles.
• The payment terms you sell on.
• An open fiscal period for the dates you post on, in Fiscal periods.
• Exchange rates for any foreign currency you invoice in, in Currencies.
• On each customer, under Sales ‣ Master data ‣ Customers, the Financial tab: Currency, Payment term, Posting profile and, if you give credit, Credit limit.

Where to start

1. Raise an invoice, or invoice the shipments of a sales order.
2. Post the invoice, so the customer owes it.
3. Record the customer’s payment against it.
4. Credit an invoice when goods come back or a price was wrong.
5. Set credit limits for customers who buy on account.
6. Follow up what customers owe with the workspace, the ageing report and customer statements.