Accounts Receivable (AR)

The Accounts Receivable page is your view of customer balances — who owes you money, how much, and how old it is. Each customer’s AR detail page is the single place to see their entire financial relationship with your store.

The AR list

The main page shows every customer with a non-zero balance:

• Customer with running total
• Aging bucket totals — Current, 30, 60, 90+ days past due
• Last activity date (last invoice or payment)

Filter by store, customer name, or aging bracket to focus on what needs attention. Sort by balance to chase the biggest receivables first.

Customer detail page

Click any customer to see:

• Open invoices — every unpaid (or partially paid) invoice, with date, age, and balance
• Payment history — every payment received, with the invoices it was applied to
• Store credits — any active credits on the customer’s account (apply automatically against new invoices)
• Statement — printable summary of activity over a date range

Recording a payment

From either the customer detail page or any open invoice:

1. Click + Payment.
2. Enter the amount, payment date, method, and reference.
3. Application:
   • Auto-apply oldest first (default) — payment knocks down the oldest balance(s) first
   • Manual selection — tick the specific invoices the payment should cover
4. Save.

For more detail on the payment flow see Applying Payments.

Statements

A statement is balance-forward: it opens with what the customer owed at the start of the period, lists what they bought and what they paid, and closes with what they owe now.

1. Open the customer’s AR detail page.
2. Click Print Statement to open it as a PDF in a new tab, ready to print or save, or Email Statement to send it to the customer.

Both cover the period the Show buttons are set to, so what you send is what is on the screen in front of you.

The default period is the last 90 days. Nothing is lost by that: anything older is rolled into the opening balance, so a 90-day statement still closes on the customer’s true total. Add ?from=YYYY-MM-DD&to=YYYY-MM-DD to the address for a different period, or ?from= on its own for the entire account history.

What is on the page

• Purchases — every invoice raised in the period, with a total for the section
• Payments — every payment received in the period, with its check or card reference and a total
• Aging — how old the outstanding money is, in 30-day buckets, with a Total that matches the New Balance beside it
• Previous Balance / Purchases / Payments / New Balance, and the Amount Due — the new balance less any credits on file

The aging buckets always add up to the New Balance. Payments are counted against the oldest debt first, which is the same order the Auto-apply oldest first button uses when you record a payment.

The Memo No column

If your shop numbers its memos and you have turned the option on in Settings → Organization, each invoice also shows the memo reference it covers. An invoice spanning several memos shows the first three and a count of the rest.

Sending a batch

To run statements for everyone who owes you something — a month-end run — use Reports → Customer Statement. Pick customers one at a time, or tick Everyone with a balance, then choose the period.

From there you can:

• Preview — the statements appear on the page. This is the same PDF that downloads and that the email attaches, so what you see is what goes out.
• Build statements — one PDF containing every statement, so it prints and collates in a single job rather than opening dozens of print dialogs. Each customer’s pages are numbered within their own statement, so a page that gets separated still shows “Page 2 of 3” for that customer.
• Email — send each customer their own statement, addressed to them.

With Everyone with a balance ticked, the page first says how many customers owe something as of the To date (or that nobody does, in which case there is nothing to build). One document holds up to 200 statements. A bigger run is split into parts: pick Part 1, Part 2 and so on, and build each one. Email always covers everyone, sending in batches of 200.

Emailing statements

Click Email and the dialog lists exactly who the run covers, with the address on file beside each name. Nothing is sent until you look at that list.

• Every address is editable. Send a copy to a bookkeeper, a spouse or an assistant for one run without changing the customer’s record.
• A customer with no email on file is bordered in amber. Type one in, or remove them from the run — otherwise the send would fail partway through and you would not know which ones got through.
• Remove anyone with the X beside their name.
• The subject, an optional CC and a personal note at the top of the email are yours to set. The PDF rides along as an attachment unless you untick it.
• Each customer gets a separate email, never one message with everybody in the To line — a statement is that customer’s account, and nobody else’s business.

The email itself repeats the statement, so a customer reading it on a phone sees what they owe without opening the attachment. The Amount Due is the figure in bold, which is the new balance less any credit they have on file.

If any send fails, the dialog stays open and names who did not get theirs and why, rather than reporting a blanket success. Every send is recorded in the audit log against that customer.

Statements are commonly sent monthly to wholesale customers or accounts with long-running balances.

Collections workflow

For aging accounts:

1. Use Aging filter on the AR list to find 60+ or 90+ buckets.
2. Reach out to the customer (call, email).
3. If collection fails entirely, see Writing Off Invoices (Bad Debt) for the right way to clear the balance from the books.
4. Track contact attempts in the customer’s notes.

Tips

• The AR Aging report under Reports gives you the same data in spreadsheet form for sharing with accounting.
• A customer with a credit balance (you owe them) shows up too — that’s usually a refund waiting to happen or a store credit ready to apply.
• The single-source-of-truth for “what does this customer owe me right now” is always the AR detail page; reports are point-in-time snapshots.
• For consistent month-end, run Period Close to lock the books — see the Period Close article.