Navigate Receivables in the Invoicing Module

Overview

The Receivables tab in the Invoicing module helps you manage your customers' property balances and accounts. You can view open balances, track aging, identify credits, and send statements all from one place.

In this article, you'll learn how to:

• Navigate to the Receivables tab

• Use the default saved lists to review open balances and aging

• Send statements to customers

• Use the Action menu to manage individual properties

• Customize your display and save a new list

Things to know

• The Receivables tab organizes information by property, not by customer.

• If a billing contact changes on a property and you don't update open invoices to the new billing contact, the property appears twice in the Receivables list; once for the original billing contact with the outstanding balance and once for the new billing contact.

• You can create payments from the Receivables tab, and that process is covered in our article about applying payments to invoices.

Requirements

You need the View Accounts Receivable permission to use the Receivables tab. This permission also grants you access to the Payments and Deposits tabs in the Invoicing module.

Steps

Navigate to the Receivables tab

1. Go to Invoicing > Receivables tab at the top of the screen.

The Receivables list displays with your default saved list. You can use the Filter, Display, Sort, and Group options to find the information you need.

Use the Action menu on a property

Each property row includes a three-dot icon on the right side. Select the three-dot icon to open the Action menu with the following options:

• Add Payment — Create a new payment to apply to invoices on the account. For more details, see [Related payments article].

• Send Email — Send an email to the billing contact for the property. This doesn't include a statement automatically.

• Collection Notes — Add or view notes about a customer's balance. Collection notes help your team stay aware of specific account situations.

• Print Statement— Print the statement for your customer.

Review open balances and send statements

The Open Balance list shows all properties with outstanding balances.

1. Select the checkbox next to one or more properties.

2. Select the Bulk Actions dropdown.

3. Select Email Statement or Print Statement.

Understand credits on an account

You can use the  On Account field on your open balance list as well. If a number appears in parentheses in this field, it means the account has a credit.

For more detail on this process, read our Create and Apply Credit Memo article.

Review aging by property

The Aging saved list shows how long balances have been outstanding for each property. Aging is broken into the following categories: Current, 1–30 days, 31–60 days, 61–90 days, and 91+ days.

For more detail on this process, read our Aging and Statements article.

Customize your display and save a list

For more details on customizing your lists, read our Organizing your Lists article.