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. It opens as a PDF in a new tab, ready to print or save.

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. It produces 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.

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.