Accounts receivable

The Accounts Receivable module tracks what customers owe you. It posts the invoices, credit notes and payments you record in Sales to the general ledger as they happen, and gives you customer balances, an aging report, customer statements and collections notes.

Before you begin

• Accounts Receivable needs the Sales and Accounting modules. You issue invoices and record payments in Sales; see Invoicing and Payments.
• Your chart of accounts needs accounts used for Receivables, Sales, Bank and Tax collected (the starting chart has them). See account roles.
• Invoices in another currency need an exchange rate on or before their date.
• Open the module from Receivables in the main menu (/m/receivables). The command palette also has Open receivables and Aging report.

The page has four tabs: Balances, Aging, Collections and Postings.

How sales documents reach the books

You do not post anything by hand. Each sales document is posted the moment it happens:

In Sales	Entry in the ledger
An invoice is issued	Debit Receivables for the customer (total); credit Sales (net) and each tax.
A credit note is issued	The opposite of an invoice.
A payment is recorded	Debit Bank; credit Receivables for the customer.
A payment's amount, date, customer or currency changes	Its entry is reversed (dated today) and posted again.
A payment is deleted	Its entry is reversed.

Each tax goes to the account set as the rate's Tax account in the Taxes module, or to the Tax collected account when the rate has none. Applying a payment to invoices does not change the books, since the money is already in the bank and out of receivables.

Documents in another currency are converted at the exchange rate of their date; a rounding difference goes to the Rounding account. Each entry shows the invoice or payment number as its source document, and the receivable line carries the customer.

Customer payments land in the Bank account. To tick them off against your bank statement, match the statement lines in Banking.

Documents that could not be posted

Posting never blocks a sales action. If a document cannot be posted, for example because its period is closed or an exchange rate is missing, it is listed on the Postings tab with the reason in the Why column.

1. Fix the cause: reopen the period, add the exchange rate, or assign the missing account role.
2. On the Postings tab, select Post what is missing.

Modulix posts every document that is not in the books yet, including invoices and payments recorded before Accounts Receivable was enabled, and tells you how many it posted. When nothing is left, the tab shows Everything is posted.

Customer balances

The Balances tab shows, for each customer and currency:

Column	Meaning
Customer	Select it to open the customer's statement.
Open invoices	What is left to pay on issued invoices.
Overdue	The part of it past its due date.
Unapplied payments	Payments received but not yet applied to invoices.
Owed	Open invoices less unapplied payments.
In the books	The customer's receivable balance in the ledger, in your organization's currency. Compare it with Owed to spot documents that are not posted.

If no customer owes anything, the tab says No customer owes anything.

Customer balances, with the receivable in the books alongside.

A Receivables section also appears on each company's page in Contacts, showing what the customer Owes and what is Overdue, with a link to its Statement.

Aging report

The Aging tab shows open amounts As of a day you choose, by customer, in buckets of days past the due date:

Bucket	Contains
0–30	Amounts not due yet and up to 30 days overdue
31–60	31 to 60 days overdue
61–90	61 to 90 days overdue
90+	More than 90 days overdue

Each row has a Total, and Totals are shown per currency. The report is as of the chosen day: payments dated after it and credit notes issued after it are not counted, so you can reproduce an aging at a past month-end.

The aging report, by customer and days past due.

Customer statements

Select a customer on the Balances tab to open its statement page. The header shows the Closing balance.

1. Set the From and To dates (by default, January 1 of this year to today) and, for customers billed in several currencies, the Currency.
2. Review the Statement: the Opening balance, each invoice, credit note and payment with its Charges, Credits and running Balance, and the Closing balance (what is owed). Select a document to open it in Sales.
3. Below it, the customer's aging and collections notes are shown.

A customer's statement, ready to download or send.

Download or send a statement

• Select PDF to download the statement as a PDF in your language.
• Select Send to email it. In Send the statement:
  1. Check To. It is filled in with the contact on the customer's latest invoice; separate several addresses with commas.
  2. Choose the Language of the statement and email.
  3. Optionally add a Message.
  4. Select Send. The PDF is attached and the email goes through your organization's email provider.

Sending a statement is recorded in the audit log.

Collections notes

Collections notes record what you agreed with a customer about paying, and when to follow up.

1. On the Collections tab (or in the Collections notes section of a customer's statement page), select New note.
2. Fill in the Customer, the Note, and optionally Follow up on, Promised payment date and Promised amount.
3. Save. Tick Done when the follow-up is finished.

The Collections tab lists notes by follow-up date. Use the Due follow-ups filter to see only notes due today or earlier.

Permissions

Permission	What it allows	Granted by default to
receivables.read	View customer balances, aging, statements and collections notes	Administrators
receivables.manage	Post what is missing and send statements	Administrators
receivables.note.write	Write collections notes	Administrators

Troubleshooting

• A customer's Owed and In the books amounts differ. Look at the Postings tab for documents that failed, fix the cause and select Post what is missing. Amounts in other currencies also differ by design: In the books is in your organization's currency.
• An invoice was issued in a closed period. It is listed on Postings with the reason. Reopen the period in Accounting, post it, then close the period again.