Accounts Receivable

Manage customer invoices, credit notes, and payments owed to your business.

Accounts Receivable (AR) tracks the money that customers owe your business. This page lets you create and manage customer invoices and credit notes, record payments, and monitor outstanding balances with ageing analysis.

Accounts Receivable

Overview

The page is divided into three sections:

Ageing summary — Six cards showing how outstanding money breaks down by age
Top debtors — Your five customers with the highest outstanding balances
Invoice list — A searchable, filterable table of all customer invoices and credit notes

Ageing summary

The ageing cards give you an instant view of how much money is outstanding and how old it is:

Card	What it shows
Total Outstanding	The total amount owed by all customers
Current	Invoices that are not yet overdue
1–30 days	Invoices that are 1 to 30 days past their due date
31–60 days	Invoices that are 31 to 60 days overdue
61–90 days	Invoices that are 61 to 90 days overdue
90+ days	Invoices that are more than 90 days overdue

Each card is colour-coded from green (current) through to dark red (90+ days) so you can spot problems at a glance.

Top debtors

Below the ageing summary, the system shows your five customers with the largest outstanding balances. Each card displays the customer name, the total amount they owe, and the number of unpaid invoices. This helps you prioritise collection efforts.

Searching and filtering

Search — Find invoices by invoice number or customer name
Status filter — Show only invoices with a specific status (Draft, Sent, Overdue, Paid, Voided)
Type filter — Show only Invoices or only Credit Notes

Invoice statuses

Status	Meaning
Draft	The invoice has been created but not yet sent to the customer. It can still be edited.
Sent	The invoice has been posted and is awaiting payment.
Overdue	The invoice has passed its due date without being fully paid.
Paid	The invoice has been paid in full.
Voided	The invoice has been cancelled and no longer counts towards the customer's balance.

Creating a customer invoice

Click New Invoice

Click the New Invoice button at the top of the page.

Select the document type

Choose whether you are creating an Invoice (money the customer owes you) or a Credit Note (a reduction to a previous invoice). Credit notes are shown with a red "CN" badge in the list.

Enter the header details

Fill in:

Invoice Number — A reference number for the invoice. You can use your own numbering scheme.
Customer Name — The customer this invoice is for.
Invoice Date — The date the invoice was issued.
Due Date — The date payment is expected.

Add line details

Enter the invoice line information:

Description — What the charge is for.
Net amount — The amount before VAT, in pence.
VAT amount — The VAT amount, in pence.
Revenue Code — The general ledger account code to post the revenue to.

The total (net plus VAT) is calculated and shown automatically.

Create

Click Create to save the invoice. It starts in Draft status.

Posting an invoice

Draft invoices do not affect your accounts until they are posted. To post a draft invoice, click the Post button in the Actions column. This:

Changes the status to "Sent"
Creates a journal entry debiting Trade Debtors and crediting the revenue account
Adds the amount to the customer's outstanding balance

Recording a payment

When a customer pays an invoice (fully or partially):

Click the Pay button on the invoice row
Enter the payment amount in pence
Enter the payment date and an optional reference (e.g. bank transfer reference)
Click Record Payment

If the payment covers the full outstanding amount, the invoice moves to "Paid" status. If it is a partial payment, the outstanding balance is reduced and the invoice remains as "Sent" or "Overdue".

Voiding an invoice

To cancel a draft or sent invoice that has not been paid, click the void button (X icon) in the Actions column. Voided invoices remain visible in the list for audit purposes but no longer count towards the customer's balance.

Paid invoices

You cannot void an invoice that has already received a payment. To correct a paid invoice, create a credit note instead.

Running dunning

The Run Dunning button at the top of the page triggers the automated dunning process. This reviews all overdue invoices and generates reminder communications based on your organisation's dunning rules. Check Accounting → Credit Control for more details on credit management.