Finance
Receivables
What customers still owe you, aged into buckets and sorted worst first, and how to record a customer payment.
Receivables is the collections desk. It lists every customer invoice that still has money open on it, ages each one against the customer's payment terms, and puts the invoices that most need a phone call at the top. It is also where you record a customer's payment, in full or in part.
- Where
- Finance → Receivables (/receivables)
- Who can open it
- Receivables · view. By default: Owner, General Manager, Finance Manager, Accounts Team
- Who can record a payment
- Receivables · edit (Owner, General Manager, Finance Manager by default)
- Who can export
- Reports · export
- Sort order
- Worst bucket first, then the largest open amount first
- Saves to
- Payment (one row per receipt), the invoice, its loads, the load feed and the audit log
What you see
Ageing buckets
The strip at the top doubles as a filter. Click a bucket to show only those invoices.
| Bucket | Meaning | Colour |
|---|---|---|
| All open | Everything still owed to you | Grey |
| Not due | Invoiced, still inside the customer's terms | Grey |
| 1–30 days | Past due by 1 to 30 days | Blue |
| 31–60 days | Past due by 31 to 60 days | Amber |
| 60+ days | Past due by more than 60 days | Red |
"Past due" counts days beyond the terms, not days since the invoice. The due date is the invoice date plus the customer's terms in days.
Below the strip, Ageing charts the open amount per bucket and Top balances shows the six customers who owe the most.
The ledger
| Column | Meaning |
|---|---|
| Container | The container on the load. Always shown in full |
| Customer | Who owes the money |
| Invoice | The invoice number |
| Due | The due date |
| Owed | What is still open |
| Paid | What has been paid so far |
| Age | The bucket, as a coloured word |
| Next step | A plain sentence on what to do, when the invoice needs chasing |
The Next step wording comes from these rules, first match wins:
| Situation | Next step |
|---|---|
| More than 60 days past due | "Over 60 days. Escalate to the owner before it ages further." |
| More than 30 days past due and over $5,000 open | "Large and past 30 days — call, do not email." |
| Past due and the POD is still outstanding | "Past due and the POD is still outstanding — send it with the chase." |
| Past due | "Past due. First chase." |
Search by customer, invoice number, container or load ID. Hide columns from the Columns menu.
Record a customer payment
Click Record payment
The button is in the page header. It is disabled when your role cannot record payments or nothing is open.
Pick the invoice
Each open invoice is listed once, with its number, customer and open amount. A combined invoice is paid once, not per load.
Enter the payment
Fill in Amount, Date received, Method (Check, ACH, Wire, Card, Cash or Factoring), Reference and an optional Note.
Save
The invoice's paid figure and status update straight away.
What happens when you save
- A new payment row is created. A second receipt never overwrites the first.
- The invoice's paid amount and status update: Unpaid, Part paid or Paid.
- The money is spread across the invoice's loads, oldest first. Each load fills up to its own open balance before the next one gets anything.
- Any load paid in full moves to the Paid status, and its sales agent is notified.
- Each load's feed gets a line, for example "Customer paid $1,200.00 on INV-1043 (Wire SWF8841) · $300.00 still open".
- An audit entry
payment.receiverecords the amount, date, method, reference and which loads moved to Paid. - An automation event is raised, which Auto pilot can react to.
Messages you may see
| Message | Why |
|---|---|
| "Nothing is open on this one. It is already paid." | Someone recorded the payment already |
| "Enter the amount that moved." | The amount is zero |
| "That is more than is open. Raise a credit note if there is genuinely an overpayment." | The amount exceeds the open balance |
| "A Wire needs its reference, or nobody can match it to the bank line." | ACH or Wire without a reference |
Export the ageing
With Reports · export, the Export menu downloads the ageing report as CSV, Excel (.xlsx) or PDF. Every export is written to the audit log.
Which invoices appear
When nothing is open, the ledger says "Nothing here".
Related
- Invoices
- Credit limits: open invoices count towards a customer's exposure
- Reports: the Ageing and Collections tabs
- Debit & credit notes
- Customer portal: customers see their own invoices and statement