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See who owes you and for how long

Read what each customer and each account owes, split by how old the invoices are, and take one payment that covers several invoices.

For
OwnerService advisorAdministrator
Hosting
Any hosting
Devices
All devices
Business
All businesses

Checked against Pop Dispatch 0.1.0

The receivables view lists every open balance and how long it has been owing. You will be able to see the total owed by customer or by account, open one name to see its invoices, and record one payment that clears several invoices at once.

Before you start #

  • You need the advisor, manager or owner role.
  • The web screen is Receivables in the console menu. The Mac screen follows the same figures. The technical details name the requests the server answers.

How ageing is counted #

  • Age is the number of days from the invoice date to the day you are looking at. An invoice is 0 to 30 days old, 31 to 60, 61 to 90, or over 90.
  • Past due is counted separately: an invoice is past due once the day is after its due date. The past-due total shows beside the buckets.
  • A balance counts from the day its invoice was issued, less the payments received by the day you pick. Void invoices and invoices paid in full are left out.
  • An account owes what is on invoices billed to the customer record it is linked to, plus the invoices of the calls taken for it.

Steps #

  1. Open Receivables. The Ageing tab lists everyone who owes, with the four age bands (0 to 30 days, 31 to 60, 61 to 90 and Over 90 days), Total owed and Past due. The largest balance comes first.
  2. Under Show, choose By customer or By account. Set As of to look at a past day, or leave it empty for today.
  3. Select Download CSV to save the same figures for a spreadsheet.
  4. Select Open on a row. The page shows Open invoices for that name, oldest first, with Age, Days late and Balance. Select an invoice number to open it.
  5. To take one payment that covers several invoices, fill in Apply a payment: the Amount (the hint shows how much is owing), the Method (card, cash, check, ach or other) and an optional Reference such as the check number. Select Apply payment.
  6. The payment fills the oldest invoice first, then the next, until it is used up. The page says how much was spread over how many invoices.
  7. To send the customer a statement from here, use Issue a statement on the same page: pick First day and Last day, add an optional note and select Issue statement, then Open it.

An amount above what is owing shows "more than the balance". Enter the amount shown in the hint to pay all of it.

Technical details
  • Requests: GET /receivables (group=account, as_of=, format=csv), GET /receivables/customers/:id and GET /receivables/accounts/:id, and POST /receivables/payments with a customer_id or an account_id, amount_cents, method, an optional reference and an optional list of allocations (invoice_id and amount_cents, adding up to the payment).
  • A payment larger than everything owed is refused, so a balance of credit never builds up unseen.
  • Each application is an ordinary payment on its invoice, tied to one payment batch. Invoices that become fully paid change to paid and send the invoice.paid webhook event.
  • Send an Idempotency-Key header and a repeated request returns the first answer without applying the payment again.
  • The batch and every application are saved together. When any part fails, none of the payment is kept.
  • Recording a payment adds the audit entry "recorded a payment across invoices".

If something goes wrong #

  • "The payment is more than the ... owed": lower the amount to the total owed.
  • "The amounts add to ... but the payment is ...": make the allocations add up to the payment.
  • "One of the invoices has no open balance for this payment": the invoice is paid, void or belongs to another customer or account.
  • "Name either customer_id or account_id": a payment names one of them.