Accounts Receivable (AR)

1. Overview

The Accounts Receivable (AR) module manages the full revenue cycle from sales order entry through cash collection. It handles customer records, sales orders, invoices, shipments, and payments, and integrates with the General Ledger to keep financial records accurate.

Key capabilities:

Maintain a complete customer database with financial terms, contacts, and shipping addresses
Create and track sales orders from entry through fulfillment
Generate and manage sales invoices linked to orders or posted independently
Record cash receipts and apply them to open invoices
Apply prepayments and write off matched invoices
Post daily deposit batches to the bank
Adjust retention balances on outstanding invoices
Monitor AR health with a real-time dashboard

2. Key Concepts

Customer — A business or individual that buys goods or services from Precision Mechanical. Each customer record holds billing address, payment terms, credit limit, tax jurisdiction, and salesman assignments. Customers are the foundation of all AR transactions.
Sales Order — A commitment to sell products or services to a customer. Orders track what was promised (products, quantities, prices), drive inventory allocation and shipment, and serve as the source for invoicing. An order is either open or closed (tracked by a single closed flag).
Sales Invoice — A formal bill sent to a customer, creating an accounts receivable balance. When posted, the invoice debits the AR Control account and credits the configured revenue account (and the COGS and Inventory accounts for product sales). Revenue accounts are configured per line item via the Sale GL Account field. Invoices can be linked to sales orders or created standalone.
Cash Receipt — A payment received from a customer. Posting a cash receipt debits the configured Cash account and credits the AR Control account, reducing the customer’s outstanding balance. Receipts are grouped into deposits for bank posting.
Deposit — A batch of cash receipts posted to the bank. Deposits group the day’s receipts by deposit group (e.g., Checks, Credit Cards) and create a single bank entry in the GL, simplifying bank reconciliation.
Retention (Retainage) — A portion of billed value the customer holds back until work is complete, common in construction billing. ServiSuite handles it two ways. On legacy (memo) invoices, retention is only a recorded figure and does not reduce the invoice’s AR balance — the full invoice amount posts to AR and remains the receivable. On job-invoicing (holdback) contracts, retention is a real receivable: only the net (after-retention) amount posts to the customer’s AR balance, and the held portion is carried in the Retention Receivable Account (Job Invoicing) until it is released as a retention release invoice. Both are managed on the Retention screen (see Retention).
Prepayment — An advance payment received from a customer before goods or services are delivered. Prepayments are posted to the configured Customer Prepayments account and can later be applied against specific invoices through the Apply Prepayments screen.
Customer Statement — A document summarizing a customer’s account activity and balance as of a specified date. Statements show all invoices, payments, and adjustments, and are typically used for account reconciliation and collection efforts.
Customer Payment Link — A ServiSuite-hosted payment page emailed to a customer. The customer clicks the link to make a credit card payment online, processed through Stripe. Payment links require the Stripe integration to be connected.
Delinquency Check — An automatic check that runs when a customer is selected on the following screens: Manage Work Orders, Manage Invoices, Manage Contracts, the Dispatch Board, and Manage Orders. If the customer has overdue invoices, a warning banner displays the total overdue amount, days past due, and payment terms.

3. How It Connects

Upstream — Where AR gets its data:

CRM → Accepted proposals convert directly into work orders (Service) or jobs (Job Costing), which eventually generate AR invoices
Service → Invoicing a completed work order creates a sales invoice in AR
Job Costing → Job billing milestones are invoiced through AR, with invoices linked to the job for tracking
Inventory → Sales order fulfillment draws from inventory; shipments reduce on-hand quantities and create COGS entries

Downstream — Where AR sends its data:

General Ledger → Invoice postings (debit the AR Control account, credit the configured revenue account), cash receipt postings (debit the configured Cash account, credit the AR Control account), and deposit postings all flow to the GL through the approval workflow
Bank Reconciliation → Deposit records appear on the bank’s GL account for reconciliation against the bank statement
Reports → AR aging, customer statements, and collection reports read from AR data

Key Integration Point — Customer Database: The customer record in AR is shared across the entire system. CRM leads reference AR customers, Service work orders bill to AR customers, and Job Costing jobs are linked to AR customers. A single customer record drives all downstream billing and collection activity.

4. AR Dashboard

Navigation: Accounts Receivable → Dashboard

The AR Dashboard gives a high-level view of the state of receivables. The Past Due %, AR Aging, and Cash Anticipation charts have an “As Of Date” selector that filters the data to show balances as of that date. The Top 10 Bad Debt Customers and Captured Discounts charts have no date selector and always reflect current data.

Metrics and Charts

Past Due % A large metric widget at the top left showing the percentage of open AR that is currently past due, as of the selected date.

Accounts Receivable Aging A dual-axis bar chart that breaks open AR into aging buckets:

Bucket	Description
Current	Not yet past due
1–30 Days	1 to 30 days past due
31–60 Days	31 to 60 days past due
61–90 Days	61 to 90 days past due
90+ Days	More than 90 days past due
Prepayments	Unapplied prepayment balances on account

The left axis shows dollar amounts; the right axis shows invoice count. Dashboard aging is calculated from the invoice due date.

Note: The customer-level aging (shown on individual customer records) uses the invoice date instead of due date and has six buckets: Current (0-30 days), Over 30, Over 60, Over 90, Over 120, and Over 180 days.

Cash Anticipation Mirrors the aging chart but shows anticipated cash inflows by due-date bucket. Useful for cash flow forecasting.

Top 10 Bad Debt Customers (90+ Days) A horizontal bar chart listing the ten customers with the highest balances that are 90 or more days past due, sorted by amount in descending order. Click any customer bar to open that customer’s record in a new tab.

Captured Discounts A chart comparing discounts that were available to be taken (Available) versus discounts that were actually captured (Captured), showing both dollar amounts and invoice counts.

5. Customer Management

Navigation: Accounts Receivable → Manage Customers

Searching for Customers

The Search Customers screen shows a searchable list of all customers. Type in the search box to filter by customer name, customer ID, address, or phone number. Results appear in a data grid with columns for key customer details.

Click any row to open that customer’s view screen in a new tab.

Use the + icon at the top right of the results grid to create a new customer.

Creating a Customer

Click the + button on the Search Customers screen or navigate to Manage Customers → Create.

Fill in the required and optional fields on the form. Customer Name, the billing address (Address, City, State/Region, Zip, Country), and Customer Terms are all required; the rest are optional.

Basic Information

Customer Name — The primary name displayed throughout the system. Required.
Customer ID — A human-readable identifier auto-assigned by the system or manually entered.
Address / Address 2 — The primary billing street address. Address is required.
City — Required.
State/Region — Required. Country defaults to the United States, and while it is set to the United States this field is a State dropdown of US states. Choose any other country and it becomes a free-text State/Region box. Either way a value is required.
Zip — Required.
Country — Required. Defaults to the United States.
Home Phone / Cell Phone — Contact phone numbers for the customer.
Sales Contact / Sales Phone — Name and phone number for the customer’s sales contact.
Credit Contact / Credit Phone — Name and phone number for the customer’s credit/accounts contact.

Financial Settings

Customer Terms — Payment terms used to calculate due dates on invoices (e.g., Net 30, 2/10 Net 30). Required; pre-filled on the create form with the Default Customer Terms set in AR Settings, and can be changed.
Freight Terms — The freight terms that apply to this customer’s orders.
Sales Tax Jurisdiction — The tax jurisdiction used to look up the applicable sales tax rate.
Credit Line — Maximum credit extended to this customer. Defaults to 0.00.
Sales Order Type — Default order type pre-selected when creating sales orders for this customer.
Customer Status — The current status of the customer’s account (e.g., Active, Inactive, On Hold).

Notes Free-text field for any additional information about the customer.

Salesmen are not assigned on the create form — they are added from the Salesmen tab on the customer’s view screen after the customer exists.

Click Create to create the customer record. (The button reads Create on the create form; Save appears only when editing an existing customer.)

Editing a Customer

From the Search Customers screen, click the edit (pencil) icon on the customer’s row. All fields from the create form are editable. Changes are saved when you click Save.

Viewing a Customer

Click any customer row in the search results to open the view screen. The view screen is organized into tabs:

General Shows the billing address, Customer ID, Status, Category, sales and credit contacts and phones, and Notes.

Financial (permission-gated) Shows Balance, Purchases and Payments YTD, last purchase/payment amounts and dates, Average Pay Days, the aging buckets (Current, Over 30/60/90/120/180), Retention, and Max Credit Line.

Config Shows freight terms, payment terms, default sales order type, and statement/backorder settings.

Order Notes and Custom Fields Show the customer’s order notes and any configured custom field values.

Contacts A table of contacts associated with this customer. Each contact has a Name, Home Phone, Cell Phone, Email Address, and notification toggles for Orders, Invoices, Statements, and Shipping. Use the + button in the grid header to add a new contact.

Portal Access (permission-gated) Lists this customer’s contacts and each one’s customer-portal status, with actions to send a portal invite or revoke access. Visible only to users with the Portal Administration permission. See Portal Access below.

Site Addresses Alternate shipping locations for this customer. Each address has a name, address lines, city/state/zip/country, phone, and notes. Site addresses appear in the ship-to dropdown when creating sales orders.

Salesmen Assign one or more salesmen to the customer, each with a commission percentage. When a salesman is added to a sales order or invoice, the commission rate defaults from that customer’s salesman record; the salesmen themselves must still be added manually on each order.

Open AR and Paid AR AR invoices for this customer appear on two tabs — Open AR and Paid AR — rather than a single Invoices tab. Each lists Invoice Number, Type, Invoice Date, Due Date, Amount, Paid, Retention Amount, and Balance. The Type chip identifies the invoice’s source document — Sales Invoice, Contract, Prepayment, Progress Billing, or Retention Release — inferred from the invoice’s links (manually created and migrated legacy invoices show no chip). Click the invoice number to open the invoice in a new tab. (The tab literally labeled Invoices instead shows sales invoices.) Each row also has a checkbox — select one or more invoices and an action bar appears at the bottom of the screen showing the selection count and an Email button. Clicking Email opens the Email Invoice dialog (the same dialog used on the View Customer Invoice screen) and sends all selected invoices in a single email, each attached as its own PDF. The selection is cleared after the email is sent.

Orders All sales orders for this customer, with order ID, date, status, and amounts. Click an order to open it.

Sales Invoices All sales invoices linked to this customer (invoices generated through the sales invoice workflow), separate from the direct AR invoice list. Rows have checkboxes — select one or more invoices and an action bar appears at the bottom of the screen with an Email button, which opens the Email Invoice dialog to send the selected invoices together, each attached to the email as its own PDF.

Ledger The customer’s full AR ledger showing all postings (charges, payments, adjustments) in chronological order.

Contracts Service contracts for this customer, filterable by site. With the Mass Cancel Service Contracts permission, contracts can be selected with row checkboxes and cancelled in bulk via the Cancel Contract(s) action bar (see the Service module documentation for details).

Year-by-Year History Sales history for this customer, broken out year by year.

Special Pricing Any special pricing agreements on file for this customer and specific products.

Products Products associated with this customer, including customer-specific pricing tiers.

Serialized Products Serialized inventory items that belong to or are associated with this customer.

Rebates Third-party rebates billed to this customer as a Rebate Payer. Each row shows the originating Work Order, Discount Code, the Customer Invoice raised against this payer, and the Amount. Available to users who can view customers.

Equipment Equipment items tracked for this customer.

Jobs Jobs linked to this customer.

Leads Sales leads associated with this customer.

Proposals Sales proposals created for this customer.

Open Work Orders and Closed Work Orders Service work orders associated with this customer, split into open and closed tabs.

Transfer Logs Logs of customer data transfers.

Attachments Files and documents attached to this customer record.

Actions available from the view screen:

Manage Payments — Opens the Manage Payments dialog to take card payments, post cash receipts, and manage the customer’s saved cards and charge history (see Manage Payments under Customer Payment Link). Requires the Process Desktop Payments permission.
Adjust Retention — Opens the Retention screen for this customer (release job retention or adjust legacy memo retention).
Post Cash Receipt — Opens the Post Cash Receipt screen pre-loaded with this customer.
Post Sale — Opens the Post Sale screen for this customer.
Create Work Order — Opens the New Work Order screen for this customer. Requires permission to create work orders.
Preview Statement — Opens a dialog to choose a Statement Date and a Summary option, then opens a PDF customer statement in a new tab (no email).
Email Statement — Opens the Email Customer Statement dialog, prefilled with the customer’s statement-requesting contacts, to email the statement.
Audit Customer — Opens the audit record showing the history of changes to this customer.
Edit Customer — Opens the customer edit form.

Portal Access

For users with the Portal Administration permission, the customer view screen shows a Portal Access tab that manages which of the customer’s contacts can sign in to the customer portal. Each contact is listed as a row:

Column	Description
Contact	The contact’s name.
Email Address	The contact’s email address. An invite cannot be sent to a contact with no email.
Portal Access	The contact’s current status — Not invited, Invited, Active, or Revoked.

The statuses mean:

Not invited — the contact has never been given portal access.
Invited — an invite has been sent but the contact has not signed in yet.
Active — the contact has signed in at least once.
Revoked — access was granted and later revoked.

Each row offers two actions:

Send Portal Invite — emails the contact a branded invitation with a sign-in link and grants them portal access. Disabled when the contact has no email address or is already Active, and requires the portal to be enabled in Administration → Customer Portal.
Revoke Portal Access — immediately stops that contact’s sign-in. Available for Invited and Active contacts.

Sending an invite or revoking access is recorded on the customer’s communication history. Customers can also enroll themselves when self-enrollment is turned on (they need an email on file and a matching invoice number). Paying through the portal is covered under Customer Portal Payments.

Customer Delinquency Warning

When a customer is selected on the applicable screens (Manage Work Orders, Manage Invoices, Manage Contracts, the Dispatch Board, and Manage Orders), the system automatically checks for overdue invoices. If the customer has past-due balances, a warning banner appears:

Warning: This customer is delinquent. $X,XXX.XX overdue (N days) - Terms: [Term Description]

The warning shows:

Total overdue amount — the sum of all past-due invoice balances
Oldest overdue days — how many days past due the oldest unpaid invoice is
Payment terms — the customer’s configured terms (e.g., Net 30, Due on Receipt)

The warning persists until manually dismissed and helps staff identify collection risks before processing new transactions.

Customer Statements

Customer statements summarize a customer’s account activity as of a specified date, showing all invoices, payments, and the current balance.

Navigation: From the customer’s View screen, click Actions → Preview Statement (to view) or Actions → Email Statement (to email).

Field	Required	Description
Statement Date	Yes	The statement date — determines which transactions appear and the closing balance
Summary	No	When checked, produces a summarized statement

Click Generate PDF on the Preview Customer Statement dialog to open a PDF statement in a new tab. The statement includes the company name, customer details, a transaction listing (invoices, payments, adjustments), and the balance as of the selected date. To email the statement instead, use Actions → Email Statement, which opens the Email Customer Statement dialog prefilled with the customer’s statement-requesting contacts. A separate bulk generator for all customers (Generate Customer Statements), which takes a single As-Of date, is reached from the main sidebar.

Third-Party Rebate Billing

Some discount codes are flagged as rebates — a discount a third party (for example a manufacturer or utility) pays on the customer’s behalf (see Discount Codes in the Service module). When a work order carrying a rebate-flagged code is billed:

The customer is invoiced the discounted (net) amount.
The rebate portion is billed to the code’s Rebate Payer as a separate AR invoice (one per payer), raising that payer’s AR balance. The payer invoice notes reference the originating work order.
The rebate amount posts to Accounts Receivable (AR Control) as a receivable from the payer (a positive debit), rather than being recorded as a discount. No discount contra entry is made for the rebated portion.

The payer clears the invoice like any other receivable — through a normal cash receipt. The rebate rows are listed on the payer’s Rebates tab and on the work order’s Rebates tab. If the work-order billing is later credited (voided), the payer invoices are reversed.

6. Sales Orders

Navigation: Orders → Manage Orders

Sales orders represent commitments to sell products or services to a customer. They drive the fulfillment and invoicing workflow.

Searching for Sales Orders

The Search Sales Orders screen includes:

A toggle filter for Open / All / Closed orders (defaults to Open).
A text search box that searches sales order ID, customer name, and ship-to address.

Results display in a grid with columns:

Sales Order ID
Customer
Ship To
Order Type
Order Date
Promise Date
Due to Ship Date
Total Amount
Total Open Amount

Click any row to open the order’s view screen in a new tab. Use the edit icon to edit the order, or the delete icon to delete it (with confirmation).

Creating a Sales Order

Click + in the grid header or navigate to Manage Orders → Create.

Header Fields

Field	Description	Required
Customer	The customer placing the order	Yes
Ship To	The customer’s site address to ship to	Yes (unless Drop Ship)
Drop Ship	Check if shipping directly to a custom address not in the system	No
Ship To Name / Address	Custom shipping address fields (visible when Drop Ship is checked)	If Drop Ship
Order Type	The type of sales order (configured in AR Settings)	Yes
Source Building	The warehouse/building fulfilling this order	No
Terms	Payment terms for this order	Yes
Freight Terms	Freight responsibility terms	Yes
Sales Tax Jurisdiction	Tax jurisdiction for this order	No
Sales Tax %	Read-only; auto-populated from the selected Sales Tax Jurisdiction’s tax rate	No
Customer PO Number	Customer’s purchase order number	No
Ship Via	Shipping method description	No
Order Date	Date the order was placed	No
Requested Date	Date the customer requested delivery	No
Earliest Ship Date	Earliest acceptable ship date	No
Latest Ship Date	Latest acceptable ship date	No
Promise Date	Date promised to the customer	No
Due to Ship Date	Internal target ship date	Yes
Discount % / Amount	Order-level discount	No
Freight	Freight charge to add to the order	No
Must Ship Complete	Check to prevent partial shipments	No
Cancel Backorders	Check to automatically cancel any backorder quantities	No
Cancellation Date	Date the order was cancelled	No
Cancellation Reason	Reason for cancellation	No
Our Vendor ID	Your vendor number in the customer’s system	No
Department	Customer department for this order	No
Buyer Contact / Phone	Customer buyer’s contact details	No
Warehouse Contact / Phone	Customer warehouse contact details	No
Notes	Free text notes	No
Hold	Check to place the order on hold	No
Hold Reason	Reason for the hold	No

Order Lines (Items Tab)

Each line item in the order represents a product or service to be delivered.

Column	Description
Product ID	The product to be ordered (required if quantity or description is entered)
Description	Free text description of the line item
Order Qty	Quantity ordered (must be greater than 0 if product is set)
Order UOM	Unit of measure for the ordered quantity
Unit Price	Selling price per unit
Price UOM	Unit of measure for the price
Unit Cost	Cost per unit (used for margin calculations)
Cost UOM	Unit of measure for the cost
Discount %	Line-level discount percentage
Sale Account	Revenue GL account for this line item
Cost Account	Cost GL account for this line item (required when a product is selected)
Extended Price	Calculated (Qty × Unit Price × discount)
Extended Cost	Calculated (Qty × Unit Cost)
Due Date	Requested due date for this line item
Customer Product ID	The customer’s own product identifier for this item

Prices are automatically populated from customer-specific pricing if configured, including tiered pricing by quantity.

Salesmen Tab Add salesmen to the order, each with a Commission Rate. When you add a salesman, the Commission Rate defaults from that salesman’s assignment on the customer record (falling back to the salesman’s standard commission rate). Salesmen are not auto-added from the customer record — you add them manually (existing salesmen are reloaded when editing an order).

Notes Tab Free-text notes for the order.

Custom Fields Tab Values for any custom fields configured for sales orders.

The create/edit screen has four tabs — Items (line items), Salesmen, Notes, and Custom Fields. The Invoices tab appears only on the order’s view screen.

After entering all required information, click Create (when creating a new order) or Save (when editing) to save the order. Saving navigates to the order’s view screen.

Editing a Sales Order

Click the edit icon in the search results to open the order for editing. All fields are editable until the order is fully closed. Save changes with the Save button.

Viewing a Sales Order

Click any row in the search results to open the view-only screen. The view screen shows all order details in a read-only layout with tabs for Items, Allocations, Salesmen, Invoices, Product Log, and (if permitted) Attachments. From the view screen you can navigate directly to the linked invoices.

7. Sales Invoices

Navigation: Orders → Manage Invoices

Sales invoices represent charges billed to a customer for products or services. They can be created linked to a sales order or as standalone invoices.

Searching for Sales Invoices

The Search Sales Invoices screen has a single search box. Type to search by sales invoice ID, customer name, or ship-to site address. (There is no open/closed radio-button filter on this screen.)

Columns in the results grid:

Sales Invoice ID
Customer
Site
Invoice Type
Invoice Date
Due Date
Posting Date
Sales Order #
Total Amount

Click any row to view the invoice.

Creating a Sales Invoice

Click + in the grid header or navigate to Manage Invoices → Create.

Header Fields

Field	Description	Required
Customer	The customer being billed	Yes
Invoice Type	The type of invoice (configured in AR Settings)	Yes
Invoice Date	Date of the invoice	Yes
Posting Date	The date the invoice posts to the general ledger	Yes
Due Date	Computed from terms, or manually entered	Yes
Sales Order	Link the invoice to a specific sales order	No
Job	Link the invoice to a specific job	No
Ship To	Customer site address for this invoice	Yes (unless Drop Ship)
Drop Ship	Check if shipping directly to a custom address not in the system	No
Ship To Name / Address	Custom shipping address fields (visible when Drop Ship is checked)	If Drop Ship
Sales Tax Jurisdiction	Tax jurisdiction	No
Sales Tax %	Tax rate (read-only; derived from the Sales Tax Jurisdiction)	No
Terms	Payment terms (required)	Yes
Freight Terms	Freight responsibility	No
Discount %	Invoice-level discount	No
Notes	Free text notes	No
Retention	Retention dollar amount withheld for construction billing (automatically calculated from the linked Job’s retention percent)	No

Invoice Details Tab

Line items on the invoice. Fields mirror sales order detail lines:

Product, Description, Quantity, UOM, Unit Price, Price UOM, Discount %, Sale GL Account, Line Amount.

When creating an invoice from a sales order, detail lines can be populated from the order’s open (uninvoiced) quantities.

Salesmen Tab Assign salesmen and commission splits for this invoice.

Custom Fields Tab Values for any custom fields configured for sales invoices.

Actions on the create/edit screen:

Preview Invoice — Open a PDF preview of the invoice.
Create — Save and issue the invoice (this posts the sale). On an existing invoice this button is labeled Re-Issue.

Actions on the view screen (from the Actions menu):

Preview Invoice — Open a PDF preview of the invoice.
Void Invoice — Void the invoice and reverse any posted amounts (requires the Void Sales Invoice permission). On an already-voided invoice this becomes Issue Corrected Invoice.
Email Invoice — Email the invoice to the customer’s contacts.
Audit Sales Invoice — Open the audit record of all changes to the invoice.

Viewing a Sales Invoice

Click any invoice in the search results to open the view screen. The view screen displays all header fields, the line items (Items tab), and the salesman list (Salesmen tab). Inventory movement for the invoice appears on the Product Log tab; this screen does not show a posting log or payment history.

8. Sales Order Shipments

Navigation: Orders → Manage Shipping (also reached from links and actions on a sales order or invoice)

A sales order shipment records the physical fulfillment of one or more sales order lines: which order lines are being fulfilled, the quantity per line, the specific on-hand stock (allocations) drawn, and the freight and logistics detail used to move the goods. A single shipment can pull lines from more than one sales order for the same customer.

Creating or editing a shipment only plans it — it captures the lines, allocations, carrier, and freight details but does not move inventory or create an invoice. Goods leave the warehouse and (for company-owned stock) an invoice is generated only when the shipment is dispatched.

Searching for Shipments

The search screen filters shipments with an Unshipped / All / Shipped toggle (defaulting to Unshipped) and matches your search text against Shipment ID, customer, ship-to, and PRO number. Results show Shipment ID, Customer, Ship To, Carrier, Pro Number, Scheduled Pickup, and Expected Delivery. Click a row to open the shipment.

Creating a Shipment

Pick the customer and ship-to address (or a custom drop-ship address), select the source building and freight terms, choose the sales orders and the lines to fulfill, and enter the quantity being shipped per line together with the specific stock allocations to draw from. You can also record carrier, SCAC code, PRO number, NMFC classification, SSCC-18 (generated automatically), weight, package counts, pickup and delivery dates, and handling notes. SSCC-18, SCAC code, and NMFC classification are optional here but become required when the shipment is dispatched.

The form shows an Auto-Invoice checkbox, but dispatch does not read it to decide whether to bill: dispatch always generates a posted sales invoice when the shipment draws company-owned stock, and never invoices a customer-owned shipment, no matter how the box is set. What the checkbox governs is the Invoice Date and Posting Date fields — when it is checked, those dates are enabled and required so the generated invoice can be dated. It is unavailable when the shipment draws customer-owned stock, and it never creates an invoice when the shipment is saved — invoicing happens at dispatch.

Dispatching and Invoicing

Dispatching is the step that actually ships the shipment. From the shipment’s Actions menu, Dispatch Shipment removes the allocated stock from on-hand inventory, adds the shipped quantities to the fulfilled sales order lines, marks the shipment Shipped and Closed, and — for company-owned inventory — generates a posted sales invoice as part of the same step. Reverse Dispatch Shipment undoes this: it voids the generated invoice, restores and re-allocates the inventory, backs out the shipped quantities, and returns the shipment to Unshipped.

The full shipment lifecycle — the Open/Closed and Shipped/Unshipped states, the Dispatch and Reverse Dispatch dialogs and their field requirements, holds, and the shipment documents (bill of lading, packing list, pick ticket, shipping labels) — is documented in Sales Orders & Invoices → “Sales Order Shipments”. The invoices that dispatch generates are ordinary customer invoices and are viewed and paid through the AR screens described below.

9. View Customer Invoice

Navigation: Accounts Receivable → View Customer Invoice

The View Customer Invoice screen is a read-only viewer for a single customer invoice (the AR invoice posted against a customer’s account). It is separate from the Sales Invoice screen described above: a sales invoice records what was billed, while the customer invoice is the receivable that payments are applied to. Use this screen to review an invoice’s paid status, balance, the documents it is linked to, and the individual postings that have paid it down.

Finding an Invoice

The screen opens with a Search for an Invoice box at the top of the header card. Type to search, then choose a result to load it. Each result shows the customer’s ID, the invoice date, the invoice number, and the invoice amount. You can also open the screen directly on a specific invoice; selecting a different invoice from the search box loads that invoice in place.

Invoice Header

Once an invoice is loaded, a status chip and any tags appear at the top of the screen, and the header card shows the invoice’s key fields.

The paid-status chip reflects the invoice’s current state:

Status	Meaning
Paid	The invoice is fully paid.
Keyed-Off	The invoice has been keyed off (closed without full payment).
Partially Paid	A payment has been applied but the invoice is not yet fully paid.
Unpaid	No payments have been applied.

Header fields:

Field	Description
Billing Address	The customer’s billing profile for this invoice.
Invoice Number	The invoice’s number.
Invoice Date	The date of the invoice.
Due Date	The date the invoice is due.
Invoice Amount	The total amount of the invoice.
Paid Amount	The total amount paid against the invoice.
Balance	The remaining balance.
Discount %	The invoice-level discount percentage.
Retention Amount	The retention dollar amount withheld on the invoice.
Notes	Free-text notes on the invoice.

The header also shows links to the records the invoice is connected to. Each link opens the related record in a new tab:

Link	Opens
Job	The linked job.
Service Contract	The linked service contract.
Sales Invoice	The linked sales invoice.
Job Invoice	The progress application or retention release that generated this invoice, shown as its application number and type (for example, App #4 — Retention Release). Opens the Job Invoice view screen.
Sales Posting	The Post Sale posting that created this invoice, shown as the invoice number. Opens the View Sales Posting screen (see View Sales Posting). The link appears only when the invoice came from a sale posting and you have the View Sales Posting permission.
Work Orders	Each work order tied to this invoice.

Details Tab

The Details tab lists the postings that make up the invoice’s activity. Each row shows:

Column	Description
Posting Date	The date of the posting.
Posting Type	The type of posting. When the posting comes from a cash receipt, this value is a link that opens the originating AR Payment in a new tab.
Payment Type	The AR payment type of the cash receipt that produced the posting, when applicable.
Check #	The check number of the cash receipt that produced the posting, when applicable.
Amount	The amount of the posting.
Notes	Notes on the posting.

Attachments Tab

The Attachments tab lets you view and manage files attached to the invoice. This tab only appears for users who have the View Attachments permission.

Actions

The Actions menu in the top-right corner provides three options for the loaded invoice:

View Invoice PDF — Opens a PDF of the invoice in a new browser tab.
Email Invoice PDF — Opens the Email Invoice dialog. Choose one or more recipient email addresses (the customer’s contacts are offered as suggestions, and you can also type additional addresses), enter a Subject and Body, and optionally check Save New Email Addresses to store any newly entered addresses on the customer. Click Email to send the invoice PDF.
Audit Invoice — Opens the audit record showing the history of changes to this invoice.

View Sales Posting

Open this read-only screen from the Sales Posting link in the View Customer Invoice header (see Invoice Header). It shows the single Post Sale posting behind an invoice — either the posting that created the invoice or a later adjustment onto it. Viewing it requires the View Sales Posting permission.

A chip at the top labels the posting Invoice, Adjustment, or Legacy posting. The header shows the Customer, Invoice Number (linking to the invoice), Ledger Date, Entered date, the invoice’s Invoice Date and Due Date, any linked Job and Job Contract, a Retention (memo) figure when nonzero, and Notes.

The line grid lists the posting’s lines in printed order with columns # / Type / Product / Description / Qty / Unit Price / % / Amount / Account. New Post Sale postings show the line types described below (Charge, Text, Discount, Subtotal) with their computed amounts; older postings that predate the line editor show their original GL distribution rows. A footer shows the Posting Total (or Adjustment Total) alongside the invoice’s current Invoice Total and Invoice Balance.

The Actions menu offers View Invoice PDF, Email Invoice PDF, and View Customer Invoice — each acting on the invoice this posting belongs to.

10. Cash Collection

Post Cash Receipt

Navigation: Accounts Receivable → Post Cash Receipt (Can also be launched from a customer’s view screen via the “Post Cash Receipt” action.)

The Post Cash Receipt screen records an incoming payment from a customer and applies it to one or more open invoices.

Header Fields

Field	Description	Required
Customer	The customer making the payment	Yes
Customer Name Override	Defaults from customer, can be overridden	Yes
Posting Date	Date the payment is being posted	Yes
Payment Type	The type of payment (configurable AR Payment Type)	Yes
Deposit Group	The deposit group this payment belongs to	Yes
Cash Account	The cash GL account receiving the funds	Yes
Check Number	The check number or payment reference	Yes
Cash	Total amount of the payment	No (can be left 0 and allocated by line)
Apply Discounts	If checked, available early payment discounts are automatically computed on each entry line	No
Notes	Free text notes	No

Entry Lines

Each entry line represents the application of part of the payment to a specific invoice, job, or other posting bucket.

Column	Description
Posting Type	Account type being credited — one of Accounts Receivable, Ledger Account, or Pre-Payment
Record	A single contextual column: for Accounts Receivable it is the invoice being paid (type or select), for Ledger Account it is the GL account, and for Pre-Payment it is the sales order
Job	The job associated with this entry (only for Accounts Receivable lines)
Invoice Date	The selected invoice’s date (read-only)
Due Date	The selected invoice’s due date (read-only)
Inv Amount	The selected invoice’s total (read-only)
Inv Balance	The selected invoice’s open balance (read-only)
Applied	Amount applied to this invoice
Cash	Cash received for this line
Discount	Early-payment discount taken on this line (only for Accounts Receivable lines)
Rem Balance	Invoice balance remaining after the applied amount (read-only)
Posting Bucket	Sub-classification — Paid Amount or Invoice Amount (only for Accounts Receivable lines)
Notes	Free text notes for this line

Selecting Invoices Click the Select Invoices button to open the invoice selection dialog. The dialog lists all unpaid invoices for the selected customer with invoice number, date, job, amount, paid amount, retention, balance, and discount %. Expand any invoice row to see its full posting history. Select one or more invoices using the checkboxes and click Select to add them as entry lines.

Alternatively, type an invoice number directly in the Invoice column of an entry line to look up the invoice.

Tabs

Details — The entry lines described above.
Attachments — Upload and manage files attached to this cash receipt (e.g., remittance advice).

Click Save to post the cash receipt. The receipt must be in balance: the entries total (Cash + Discount across all lines) must equal the header Cash + Discount amount, or the system rejects it with an out-of-balance error showing how much the receipt is off by. Saving also rejects an invoice number used on more than one line, and all required header fields must be filled before the receipt posts to the General Ledger.

Post Sale

Navigation: Accounts Receivable → Post Sale (Can also be launched from the Manage Customers screen via the “Post Sale” row action, which opens the screen with the customer pre-selected, and from Bill Job on a job — which opens it with the customer, job and job contract filled in for a Time & Material or Simple Invoice contract. See Billing a Job.)

The Post Sale screen builds a customer invoice from free-form line items and posts it to Accounts Receivable and the General Ledger. The Invoice Number decides the mode:

New invoice — Leave Invoice Number blank to assign the next AR invoice number, or type a brand-new number. The invoice is created from the lines you enter.
Adjustment — Type or pick an invoice number that already exists for the customer, and the screen switches to adjustment mode: your lines post as a separate adjustment document onto that invoice, raising or lowering its total. The original invoice’s lines are never rewritten. A chip beside the Invoice Number reads New invoice or Adjusting invoice N to show which mode you are in.

Header Fields

Field	Description	Required
Customer	The customer being invoiced. Selecting a customer loads their financial panel and their unpaid invoices for lookup.	Yes
Invoice Number	Leave blank for the next number, type a new number, or pick an existing unpaid invoice from the dropdown to adjust it. (Prepayment-holder and job (progress) invoices are not offered, and the reserved word `Prepayment` cannot be used.)	No (blank = next number)
Invoice Date	The invoice date for a new invoice. Auto-sets the Due Date and Posting Date. Read-only in adjustment mode (the existing invoice’s date is kept).	Yes (new invoice)
Due Date	When payment is due. Auto-computed from the Invoice Date and the customer’s terms, and can be overridden. Read-only in adjustment mode.	Yes (new invoice)
Posting Date	The General Ledger date of the invoice or the adjustment. In adjustment mode the field is labeled Adjustment Posting Date.	Yes
Job	An optional open job to associate with the sale. Read-only in adjustment mode.	No
Job Contract	An optional contract under the selected job. Progress contracts can’t be billed here — bill them with a pay application (Post Job Invoice). Read-only in adjustment mode.	No
Terms Discount %	The early-payment discount percentage stored on a new invoice. Defaults from the customer’s terms. Read-only in adjustment mode.	No
Notes	Free text notes.	No

In adjustment mode the header also shows read-only Current Total, Current Balance, This Adjustment, and New Balance figures, plus a View Invoice button, so you can see the effect before posting.

The right side of the screen shows a read-only customer panel: Billing Address, Purchases YTD, Payments YTD, Balance, Terms, the Sales and Credit contacts, and the customer’s phone numbers.

Line Types

Each line in the lower grid has a Type. No product or quantity is ever required.

Charge — Bills the customer. Enter a description and either a quantity × unit price or a plain amount. A charge credits the revenue account chosen in its Account column.
Text — A description-only line. It prints on the invoice but posts nothing.
Discount — Reduces what the customer owes, as either a fixed amount or a percentage of the charges (or subtotal) above it. A discount debits its Account — the AR discount account from AR Settings by default, or any account you choose (for example, a rebate account).
Subtotal — Prints a running section total. It posts nothing.

Line Columns

Column	Description
Type	Charge, Text, Discount, or Subtotal.
Product	(Charge only, optional) A product to describe the line. Selecting one fills in the description, quantity, unit price, and account — it never relieves inventory. Without a Job, inventory-tracked (stocked) products aren’t allowed — sell those through Sales Invoice, which moves the inventory.
Description	Free text describing the line.
Qty	(Charge only) The quantity.
Unit Price / %	A Charge’s unit price, or a Discount’s percentage.
Amount	A Charge’s amount (quantity × unit price when both are entered, otherwise a typed amount), a Discount’s amount, or a computed Subtotal. Blank on Text lines.
Account	(Charge and Discount only) The GL account the line posts to. Accounts flagged Prevent Direct Posting are not offered. A charge with content but no account defaults to the selected job type’s sales account; a discount defaults to the AR Settings discount account.

Use Add Line, Add Text, Add Discount, and Add Subtotal below the grid to add rows, and the trash icon on a row to delete it. The footer shows the computed Invoice Total (or Adjustment Total in adjustment mode).

Add Unbilled Costs (shown once a Job is selected) brings the job’s costs that no invoice has billed yet onto the invoice — the way a Time & Material contract is billed. Labor bills its hours × the labor rate you pick in the dialog (or comes in unpriced for you to fill in); material, subs and other costs bill at cost plus the contract’s markup (or the job type’s T&M Markup %). Posting marks each of those costs billed so it isn’t offered again. A line that bills a job cost at $0 shows a warning above the grid — “… bills at $0.00 — posting marks that cost billed, so it won’t come up to bill again” — but can still post. Full details are in Time & Material billing.

When the invoice is tied to a job that carries a retention percentage, a note under the header reads “Job retention X%: $Y held on this posting (memo).” On Post Sale invoices this retention is a recorded memo only — the full amount posts to AR and remains the receivable. See Retention.

Preview

Click Preview to open a PDF of the invoice as it would print, stamped with a DRAFT watermark. In adjustment mode the preview shows the existing invoice plus the adjustment. Preview works on an unfinished draft (for example, before accounts are assigned), so you can check the layout before posting.

Posting the Sale

Select the Customer, then leave the Invoice Number blank for the next number, type a new number, or pick an existing invoice to adjust.
For a new invoice, confirm the Invoice Date and Due Date and optionally select a Job, Job Contract, and Terms Discount %. Confirm the Posting Date.
Build the invoice line by line — add Charge, Text, Discount, and Subtotal lines as needed, and assign every charge or discount line an Account.
Optionally click Preview to review the draft PDF.
Click Post to post the invoice (or adjustment). To immediately start another sale for the same customer, click Post & Reuse Customer instead, which posts and then reloads the screen with the customer still selected. Use Clear to reset the screen. After a successful post, a confirmation offers a View Invoice link to open the resulting invoice.

When you post, the invoice total debits the Accounts Receivable control account while each charge credits and each discount debits the account on its line. An adjustment posts its own document onto the existing invoice.

Before posting, the system checks that: a new invoice has an invoice date and a due date; there is at least one line; every charge or discount line with a nonzero amount has a ledger account; a discount line has a fixed amount or a percent (and a percent discount has charges above it); no line posts to a Prevent Direct Posting account; an adjustment actually changes the invoice total; and the AR control account is configured in AR Settings. A new invoice cannot post to a closed job, and a selected job contract must belong to the job, be approved (not a pending change order), and not be a Progress contract. Without a job, stocked products are rejected, and a line that bills a job cost needs the job. The reserved invoice number Prepayment is rejected, and job (progress) invoices cannot be adjusted here — use Post Job Invoice. Adjusting an already-paid invoice warns that it will reopen the invoice, a $0 new invoice warns that it posts no ledger entries, and a line that bills a job cost at $0 warns that posting marks the cost billed.

Apply Prepayments

Navigation: Accounts Receivable → Manage Prepayments

Use this screen to apply a customer’s existing prepayment credit balance to their open invoices.

How it works:

Select a customer. The screen loads the customer’s current prepayment balance and all open invoices.
For each invoice you want to pay with the prepayment, enter the amount to apply in the Applied column.
The footer shows two totals: Prepayments Available (available credit) and Prepayments Applied (sum of all amounts entered).
Select a Posting Date.
Click Apply Prepayments to post the application. The system reduces the prepayment balance by the applied total and reduces each invoice’s open balance accordingly.

The prepayment balance cannot go negative. If the applied total would exceed the available prepayment balance, the system will display an error.

Key Off

Navigation: Accounts Receivable → Key Off

Key Off is used to write off small open invoice balances by matching invoices against each other. This is typically used to clear immaterial differences across multiple invoices. It is reached only from the Accounts Receivable menu; the customer is selected within the Key Off screen.

How it works:

Select a customer. The screen loads all open (unpaid) invoices for the customer.
Select the invoices you want to key off using the row checkboxes. The net balance of all selected invoices must equal $0.00, and none of the selected invoices may have retention.
The footer shows the Selected Net Total — the sum of the open balances of all selected invoices.
Click Key Off to write off the selected invoices, marking them as paid and creating subledger records. No GL entries are created.

Invoices can also be viewed by clicking the invoice number link, which opens the invoice in a new tab.

11. View AR Payment

Navigation: Accounts Receivable → View AR Payment

This screen displays the full detail of a posted cash receipt, including all invoice applications and GL postings.

Search AR Payments

Search for cash receipts with a single search term that matches check number, customer name or ID, or invoice number. Click any result to view the full payment detail.

Payment Detail

The payment header displays:

Field	Description
Payee	Customer who made the payment
Check Date	Date the receipt was posted
Check Number	Check or payment reference number
Net Cash	Net cash received
Customer ID	The customer’s ID (clickable to the customer record)
Cash Account	The cash GL account that received the funds
Deposit Group	The deposit group this receipt belongs to
Deposit	The specific deposit this receipt was included in, if any (clickable — opens the deposit record). Blank until the receipt is posted to a deposit.
Voided On	Date the payment was voided (if voided)
Voided By	User who voided the payment (if voided)
Notes	Free-text notes

Payment Detail Lines:

Column	Description
Posting Type	Accounts Receivable, Prepayment, or Ledger Account
Invoice Number	The invoice this line was applied to (clickable)
Account	GL account
Posting Bucket	Sub-classification of the applied amount — Paid Amount or Invoice Amount
Cash	Cash amount applied to this line
Discount	Discount amount on this line
Applied	Total applied (Cash + Discount)
Notes	Line-level notes

Void AR Payment

Click Void Check on the payment detail screen to void a cash receipt and reverse its GL entries.

Field	Required	Description
Void Date	Yes	The date for the reversing GL entries. Defaults to today.

Voiding creates reversing GL entries, removes the payment from linked invoices, and returns those invoices to their previous unpaid or partially paid status. Voided payments display a red Payment Voided indicator and cannot be voided again. A payment that has already been included in a posted deposit cannot be voided — void the deposit first.

Permission required: View AR Payment

12. Deposits

Post Deposit

Navigation: Accounts Receivable → Post Deposit

Use this screen to select undeposited cash receipts and post them as a single bank deposit to the bank and General Ledger.

Fields

Field	Description	Required
Posting Date	The date to post the deposit	Yes
Bank	The bank account to deposit into	Yes
Ledger Account	GL account for the deposit (defaults from bank setup)	Yes
Fee Ledger Account	GL account for bank fees (defaults from bank setup)	Yes
Fee Amount	Dollar amount of bank fees	No
Reference Number	Deposit reference number	No
Notes	Free-text notes	No
Deposit Total	Calculated total of all receipts included	Read-only

The screen lists every undeposited cash receipt whose payment type requires a deposit (the Deposit Group is shown as a column, not a filter). Select the receipts to include in this deposit using the checkboxes. The footer shows the running deposit total.

Click Post Deposit to post the deposit. This creates a bank deposit record and posts the corresponding entry to the General Ledger.

Attachments Tab Attach files to the deposit record (e.g., bank deposit slip).

Cash Receipts Needing Deposit

When the Post Deposit screen opens, it automatically loads all cash receipts that have not yet been included in a deposit. These are receipts whose payment type has Requires Deposit turned on and that have not yet been included in a posted deposit.

The undeposited receipts grid shows:

Column	Description
Created At	When the receipt was created
Posting Date	Receipt posting date
Customer	Customer name
Deposit Group	Assigned deposit group
Payment Type	Check, ACH, Credit Card, etc.
Check #	Check or reference number
Amount	Receipt amount
Discount	Discount amount
Net Cash	Net cash received
Notes	Receipt notes

Select receipts using the checkboxes. The footer shows the running Deposit Total of selected items.

View AR Deposit

Navigation: Accounts Receivable → Post Deposit → View History → (select deposit)

The View AR Deposit screen displays details of a previously posted deposit:

Posting date, bank account, total cash amount
Net Deposit — the deposit total minus any bank fees, showing the actual amount deposited to the bank
Fee account and fee amount (if applicable)
Reference number and notes
List of all cash receipts included in the deposit, with Created At, Posting Date, Customer, Deposit Group, Payment Type, Check #, Amount, Discount, Net Cash, and Notes columns. The Customer links to the customer record and the Check # links to the cash receipt.

The View History button on the Post Deposit screen shows a list of all past deposits with posting dates, reference numbers, bank accounts, amounts, and net deposit totals.

Void AR Deposit

Click Void Deposit on the View AR Deposit screen to void a deposit and reverse its GL entries.

Field	Required	Description
Void Date	Yes	The date for the reversing GL entries. Defaults to today.

Voiding reverses the deposit’s GL entries and marks the deposit with a red Deposit Voided indicator. The cash receipts that were in the deposit return to “needing deposit” status and can be included in a new deposit.

Permission required: Void AR Deposit

13. Customer Payment Link

Customer Payment Links allow you to send a customer a ServiSuite-hosted payment page so they can pay online with a credit card, processed through Stripe. This feature requires the Stripe integration to be connected (see Administration → Integrations).

Sending a Payment Link

Navigation: From a Service Contract view screen, click Send Payment Link.

Field	Required	Description
Emails	Yes	One or more customer email addresses to send the link to. Prefilled with the customer’s contact email addresses; at least one email is required.

The system:

Creates a payment link record tied to the customer and service contract.
Calculates the amount due based on the contract amount minus payments already received.
Sends an email to the selected contacts with a secure payment URL, company branding, and the amount due.

Customer Payment Experience

When the customer clicks the payment link:

A payment page displays the invoice details, line items, and amount due.
The customer enters their credit card information through Stripe’s secure interface.
On successful payment, a receipt is shown with a receipt URL and the invoice numbers paid.

Payment Link Status

Status	Description
Active	Link has been sent and is awaiting payment
Viewed	Customer has opened the payment page
Paid	Payment has been received successfully
Expired	Link is no longer valid

When a Stripe payment type is configured in AR Settings, a cash receipt is automatically created in AR when the online payment succeeds.

Manage Payments

The Manage Payments dialog lets staff collect a payment from a customer directly inside ServiSuite — posting the receipt to AR and, when the Stripe integration is connected, charging a credit card in the same step. It also keeps a per-customer history of Stripe charges and a list of saved cards. Unlike a Customer Payment Link (which emails the customer a page to pay themselves), this flow is run by your staff from the customer record.

Navigation: From a customer’s View screen, click Actions → Manage Payments.

This action requires the Process Desktop Payments Misc Permission; without it the menu item is disabled.

The dialog has up to three tabs. The Collect Payment tab is always available. The Payment History and Payment Methods tabs appear only when the Stripe integration is connected for your organization. If Stripe is not connected, you can still post a receipt to AR (without charging a card) from the Collect Payment tab.

Collect Payment

On the Collect Payment tab you first choose a Payment Method on the left:

Don’t Process — Post a receipt to AR only; no card is charged. Use this for cash or check payments. A Check Number is required in this mode.
Use new card — Enter a card number (Stripe’s secure card field). Optionally check Store Card to save it to the customer for future use.
A saved card — Charge one of the customer’s previously stored cards, shown with its brand and last four digits.

When you select a card (new or saved), the Payment Type, Deposit Group, and Cash Account are filled in from the Stripe payment type configured in AR Settings and are locked, and a Receipt Email can be entered. When you choose Don’t Process, you select these fields yourself and the Check Number field is required.

Field	Required	Description
Amount	Yes	The payment amount. Must be greater than 0. Prefilled from the linked record’s balance when one is supplied (for example a work order or service contract).
Posting Date	Yes	The date the receipt is posted to AR. Defaults to today.
Check Number	Yes when Don’t Process is selected	Reference number for a non-card payment. Disabled when charging a card.
Payment Type	Yes	The AR payment type. Set automatically (and locked) to the configured Stripe payment type when charging a card.
Deposit Group	Yes	The deposit group the receipt belongs to. Set automatically when charging a card.
Cash Account	Yes	The cash GL account. Set automatically from the payment type; editable only when the payment type allows a cash-account override.
Generate Invoice Number	No	When checked, the system generates the invoice number and the Invoice Number field is cleared and disabled.
Invoice Number	Yes (unless Generate Invoice Number is checked)	Choose one of the customer’s open invoices or type a new number. Selecting an existing invoice also links its Job, Service Contract, and Sales Invoice.
Receipt Email	No	Email address to send the Stripe receipt to. Choose a customer contact or type an address. Available only when charging a card.
Post Matching Sale	No	Available only when a Service Contract is selected. Posts the matching sale for that contract along with the receipt.
Notes	No	Free-text notes saved with the receipt.
Job / Service Contract / Work Order / Sales Invoice	No	Optional links to the record the payment applies to. Each can be searched and opened in a new tab. Prefilled and locked when the dialog was opened from that record.

Open the dialog from the customer’s View screen via Actions → Manage Payments.
On the Collect Payment tab, choose Don’t Process, Use new card, or a saved card.
If using a new card, enter the card details and optionally check Store Card. If posting without a card, enter the Check Number.
Enter the Amount and Posting Date, confirm or set the Payment Type, Deposit Group, and Cash Account, and set the Invoice Number (or check Generate Invoice Number).
Optionally add a Receipt Email, Notes, and links to a Job, Service Contract, Work Order, or Sales Invoice.
Click the action button, which reads Post when not charging a card or Charge (with the amount) when a card is selected.

The receipt is posted to AR. When a card is charged, ServiSuite processes the charge through Stripe and stores the resulting Stripe payment reference as the receipt’s check number; you will see one confirmation that the payment posted to AR and a second confirmation that the card was charged. After a successful payment the dialog switches to the Payment History tab.

Payment History

The Payment History tab lists the customer’s Stripe charges. Each row shows the date created, Status (Succeeded, Pending, or Failed), Failure Reason (for declined or failed charges), Amount, Amount Refunded, payment Type, card Brand, and Last 4. Amounts already refunded in Stripe appear in the Amount Refunded column.

Each charge with a receipt offers two actions:

View Receipt — Opens the Stripe receipt in a new tab.
Email Receipt — Opens the Email Stripe Receipt dialog. Select one or more of the customer’s contact email addresses (or type an address), optionally check Save New Email Addresses to add typed addresses to the customer, and click Email to send the Stripe receipt.

Payment Methods

The Payment Methods tab lists the customer’s saved cards, showing each card’s Brand, Funding (for example credit or debit), Last 4, Exp Month, and Exp Year.

Add Payment Method (the + in the actions column header) opens a dialog with a secure Stripe card field; enter the card and click Save Payment Method to store it on the customer.
The delete action on a row removes a saved card. You are asked to confirm before the card is detached.

Saved cards added here are the same cards offered for selection on the Collect Payment tab.

Customer Portal Payments

Separately from the emailed Customer Payment Link, if your organization offers the customer self-service portal (and Stripe is connected), a customer can sign in and pay their invoices there. As with a payment link, a successful payment automatically posts a cash receipt to AR, so it appears on View AR Payment, on the customer’s ledger, and in aging like any other payment.

A portal-posted receipt is recognizable by:

Payee is the customer, and it is posted by System.
Check Number holds the Stripe transaction reference.
Notes read “Customer portal payment”.
The payment type, cash account, and deposit group are the ones configured for the Stripe AR payment type.

Setting up and enabling the portal itself is covered in Administration → Customer Portal.

14. Retention

Navigation: Accounts Receivable → Adjust Retention (Also launched as Adjust Retention from a customer’s screen, and as Release Retention from a job contract’s view screen or the job’s progress-billing tab. The screen header reads Retention.)

Retention Adjustment is where you release or adjust the retention (retainage) held on a customer’s outstanding work. The screen has two independent sections, and which ones appear depends on the kind of retention the customer is carrying:

Job Retention (Holdback) — for job-invoicing contracts, where retention is a real receivable held in a separate GL account. Releasing it generates a retention release invoice and posts GL entries.
Legacy Retention (Memo) — for older invoices that track retention only as a memo inside the invoice balance. Adjusting it changes a recorded figure only and posts nothing to the GL.

Start by selecting a Customer. The screen loads that customer’s held retention and shows a summary strip (Purchases YTD, Payments YTD, Balance, and Retention Total). An optional Job Filter narrows both sections to a single job. If the customer has no held retention in either convention, the screen shows “No retention is currently held for this customer.”

Job Retention (Holdback)

This section lists schedule-of-values (SOV) lines that still hold retention on the customer’s job contracts (one row per line, grouped under its job and contract). For each line you release an amount — either by percentage of the held amount or as a dollar figure. The retention released here is the holdback accrued as those contracts were billed — see Billing a Job.

Field	Description
Job	The job the line belongs to
Contract	The contract (application) the line belongs to
SOV Line	The schedule-of-values line description
Held Retention	Retention currently held on this line
% to Release	Percentage of the held retention to release (recomputes Amount to Release)
Amount to Release	Dollar amount to release (recomputes % to Release)

How it works:

Set the Posting Date (required) — the invoice date for the release invoices.
On each line to release, enter a % to Release or an Amount to Release. The two fields stay in sync. The header shows running Held and Releasing totals for the visible lines.
You cannot release more than the amount held on a line.
Click Release Retention. The system generates one retention release invoice per contract — each with its own invoice number and a due date derived from the customer’s terms — and moves the released amount into the customer’s Accounts Receivable balance. A confirmation names each release invoice number.
To correct a release, void the release invoice (there is no in-place edit of a posted release).

Note: A credit/deduct line can hold negative retention; releasing it nets that balance back toward zero. The amount you enter is always the magnitude of retention being returned.

What a release posts to the GL: a retention release moves money from the retention account into regular receivables — it does not recognize any new revenue. For the released amount, the release invoice posts:

Account (AR Settings label)	Debit	Credit
Accounts Receivable Account	Released amount
Retention Receivable Account (Job Invoicing)		Released amount

The release invoice itself carries a gross invoice total of $0.00 and a balance equal to the released amount; it is labeled as a retention release on statements and reports. The customer’s AR balance increases by the released amount, which is then collected with a normal cash receipt.

Retention can also be released inline while billing a progress application, through its Release This Period column. Both paths draw down the same per-line held balances, and released retention is never re-withheld (see Billing a Job).

Legacy Retention (Memo)

This section lists individual customer invoices that carry retention as a memo — the full invoice amount is already in the balance, and the retention figure is informational only. Editing it posts no GL entries.

Field	Description
Invoice #	The customer invoice number
Job	The job the invoice is associated with
Invoice Total	The gross invoice amount
Current Retention	The retention memo currently recorded
New Retention Amount	The new remaining retention memo to store (not the amount released)

How it works:

For each invoice, type the New Retention Amount — the retention you want to remain held (set it to 0 to release all of it).
Mass Update (optional): check Mass Update, then enter a percentage in Retention % of Invoice Total. Each displayed legacy invoice’s New Retention Amount is set to that percentage of its invoice total.
Click Save Legacy Retention. The system overwrites the retention figure on each changed invoice. No GL entries are created; the invoice balance does not move (the retained amount was always part of the balance).

A legacy retention amount can only be negative on a negative (credit) invoice. Entering a negative value on a positive invoice is rejected: “Retention can only be negative on a negative (credit) invoice.” This is checked only on rows you actually changed.

15. AR Settings

Navigation: Accounts Receivable → Settings

The AR Settings screen is where administrators configure the module’s default behavior and maintain all reference data (lookup tables). Only users with AR settings update permission can modify these values.

General Ledger Accounts

The top section maps AR activity to General Ledger accounts. Most fields are required; the Retention Receivable Account and Billings in Excess Account (both used for job invoicing) are optional. Changes save automatically when you leave a field.

Field	Description
Sales Account	Revenue GL account for product/service sales
Freight Account	GL account for freight income
Discount Account	GL account for early-payment discounts given
Tax Account	GL account for sales tax collected
Inventory Account	GL account for inventory cost-of-goods
Cash Account	GL account for cash received
Accounts Receivable Account	GL control account for outstanding customer balances
Prepayments Account	GL account for customer prepayments/deposits on account
Retention Receivable Account (Job Invoicing)	GL account holding retention withheld on job invoices (optional)
Billings in Excess Account (Job Invoicing)	GL account for billings in excess of costs on job invoicing (optional)

Other Global Settings

Field	Description
Default Payment Type	The payment type pre-selected when posting a cash receipt. Required.
Default Customer Terms	The payment terms pre-assigned to new customers. Required — AR Settings cannot be saved while this is blank.
SSCC-18 Company Prefix	Your company’s GS1 company prefix, used to generate SSCC-18 labels for shipments. Required; maximum 10 characters.

Reference Data Tabs

The lower portion of the AR Settings screen contains tabs for managing lookup tables used throughout the module. Each tab contains a grid where you can add, edit, and delete records.

Customer Terms

Define the payment terms available for customers and invoices.

Field	Description
Description	Display name for the terms (e.g., “Net 30”, “2/10 Net 30”)
On Receipt of Goods	When checked, the invoice is due on receipt of goods
Due Certain Day of Month	Toggle between a fixed number of days and a fixed day of the month for the due date
Fixed # of Days	Number of days until the invoice is due (used when Due Certain Day of Month is off; 0–180)
Day of Month Due	Day of the month the invoice is due (used when Due Certain Day of Month is on; 1–31)
Cutoff Days	Used when Due Certain Day of Month is on: if the invoice would fall due within this many days, Months to Add is added to the due date (0–31)
Months to Add	Used when Due Certain Day of Month is on: months added to the due date when the cutoff applies (up to 12)
Discount Enabled	Enables an early-payment discount
Discount Days	Number of days within which the discount applies
Discount Percent	Early-payment discount percentage

Customer Freight Terms

Define freight terms options. Each record has three fields:

Field	Description
Description	Display name for the freight terms
Payment Terms	Collect or Prepaid
FOB Terms	Origin or Destination

Customer Statuses

Define the account statuses that can be assigned to customers (e.g., Active, Inactive, On Hold, Bad Debt).

Field	Description
Description	Status name displayed throughout the system

Customer Categories

Manage the category classifications that can be assigned to customer accounts.

Field	Description
Name	Category name (up to 255 characters)

Payment Types

Define the types of payments accepted (e.g., Check, ACH, Credit Card, Wire Transfer).

Field	Description
Name	Payment type name shown when posting cash receipts
Requires Deposit	When checked, cash receipts of this payment type must be assigned to a deposit
Allow Cash Account Override	When checked, the cash account can be changed on individual cash receipts
Cash Ledger Account	The cash account automatically assigned when this payment type is selected
Default Deposit Group	The deposit group automatically assigned when this payment type is selected

Deposit Groups

Define deposit groups used to batch cash receipts into bank deposits.

Field	Description
Description	Group name (e.g., “Checks”, “Credit Cards”, “ACH”)

Sales Order Types

Define the types of sales orders used by your business (e.g., Standard, Blanket, Quote, Service).

Field	Description
Description	Order type name shown on sales orders (required)
Default Invoice Type	The sales invoice type applied by default when this order type is used (required)
Default Sale Ledger Account	Default revenue GL account for orders of this type (required)
Default Cost Ledger Account	Default cost GL account for orders of this type (required)
Default Source Building	Default building inventory is drawn from for orders of this type (required)

Sales Invoice Types

Define the types of sales invoices (e.g., Standard Invoice, Credit Memo, Debit Memo).

Field	Description
Description	Invoice type name shown on sales invoices (required)
Track Inventory?	When checked, invoices of this type draw down inventory. Can only be set when the type is created; it cannot be changed afterward, and it is forced off (and locked) when Proforma Invoice? is checked
Proforma Invoice?	When checked, invoices of this type are proforma — they do not post to the general ledger. Can only be set when the type is created
Default Sale Ledger Account	Default revenue GL account for invoices of this type (optional)
Default Cost Ledger Account	Default cost GL account for invoices of this type (optional)

Salesmen

Maintain the list of salesmen who can be assigned to customers, orders, and invoices.

Field	Description
Name	Salesman’s full name (required), with an optional second Name line
Salesman ID	Short identifier or employee ID (required)
Address	Salesman’s address (with an optional second address line, plus City, State, Zip, and Country)
Home Phone	Salesman’s home phone number
Business Phone	Salesman’s business phone number
Territory	Sales territory
Default Commission Rate	Default commission percentage applied to the salesman (allowed range -100% to 100%)
Linked Employee (for incentives)	Optional link to an employee record so payroll incentives with a “Work Order Salesman” payee pay out to that employee
Notes	Free-text notes

Sales Tax Jurisdictions

Define taxing jurisdictions and their rates for use on orders and invoices.

Field	Description
Description	Jurisdiction name (e.g., “State of Ohio”, “Cuyahoga County”)
Tax Rate %	The applicable tax percentage
Is Default	When checked, this jurisdiction is used as the default on new orders and invoices

Shipping Carriers

Maintain the list of carriers available when creating shipments.

Field	Description
Name	Carrier name (e.g., UPS, FedEx, USPS)
Description	Optional description of the carrier
SCAC Code	Standard Carrier Alpha Code identifying the carrier

16. Permissions

For the complete list of permissions in this module and what each one allows, see the Permissions Reference.

Access to individual screens and actions is controlled by role-based permissions. If a button or field is grayed out or not visible, your account may not have permission for that operation. Contact your system administrator to request additional access.

Common permission boundaries:

Read — Can view the record but cannot make changes.
Create — Can create new records.
Update — Can edit existing records.
Delete — Can delete records.

Certain operations (such as voiding invoices or posting deposits) may be restricted by additional Misc Permissions separate from the standard model permissions.

Permission	Description
Void AR Deposit	Void a deposit and return receipts to undeposited status
Send Customer Payment Link	Send payment links to customers
Portal Administration	Manage a customer’s portal access — send invites and revoke access — from the Portal Access tab on the customer record (also required to see the tab)

Generate Statements and View Sales Posting (which opens the read-only View Sales Posting screen from a customer invoice’s Sales Posting link) are controlled as screen-access permissions rather than Misc Permissions. Voiding an AR payment is not a separately grantable permission — it is governed by access to the View AR Payment screen and the close-date check.

17. Worked Examples

Example 1: Full Order-to-Cash Cycle

Scenario: Greenfield Construction orders 200 steel beams at $85.00 each ($17,000.00 total). Jeff Allen is the salesman. The order goes through the complete cycle: order → shipment → invoice → payment → deposit.

Step 1 — Create the sales order:

Navigate to Orders → Manage Orders and click +.
Select Customer = Greenfield Construction, Ship To = Greenfield Main Yard.
Set Order Type = Standard, Customer Terms = Net 30, Due to Ship Date = 02/15/2026.
On the Items tab, add: Product = Steel Beam W8x18, Qty = 200, Unit Price = $85.00, Sale GL = the configured revenue account.
Line Amount = $17,000.00.
On the Salesmen tab, add Jeff Allen with Commission Rate = 3%.
Click Save. Sales Order SO-3842 is created.

Step 2 — Ship the order:

Navigate to Manage Shipping and click +.
Select Sales Order = SO-3842, Carrier = Precision Trucking.
Shipment line: Steel Beam W8x18, Shipped Qty = 200.
Click Save to plan the shipment, then open the shipment’s Actions menu and click Dispatch Shipment. Dispatching removes the 200 allocated units from on-hand inventory and — because the beams are company-owned stock — posts sales invoice INV-7721 automatically as part of the same step, recording the sale and COGS. (Saving alone only allocates the stock; the invoice is created by the dispatch, not by a separate manual entry.)

Step 3 — Review the invoice generated at dispatch:

Navigate to Manage Invoices and open INV-7721 (you can also reach it from the dispatched shipment).
The invoice is linked to Sales Order SO-3842, dated 02/15/2026, Invoice Type = Standard Invoice, Terms = Net 30 → Due Date = 03/17/2026.
Its line items carry the shipped quantities: 200 × $85.00 = $17,000.00.
The invoice is already posted — no separate step is needed to issue it.

GL posting (recorded by the dispatch in Step 2):

Account	Debit	Credit
AR Control	$17,000.00
Sales Revenue (per line Sale GL Account)		$17,000.00
COGS	$12,400.00
Inventory		$12,400.00

Step 4 — Receive payment:

On 03/10/2026, Greenfield sends check #8842 for $17,000.00.
Navigate to Post Cash Receipt. Select Customer = Greenfield Construction.
Check Number = 8842, Cash Amount = $17,000.00, Posting Date = 03/10/2026, Payment Type = Check, Deposit Group = Checks.
Click Select Invoices, check INV-7721, click Select. Applied Amount = $17,000.00.
Click Save.

GL posting:

Account	Debit	Credit
Cash	$17,000.00
AR Control		$17,000.00

Step 5 — Post the deposit:

Navigate to Post Deposit. Select Deposit Group = Checks, Bank = First National, Posting Date = 03/10/2026.
Greenfield’s $17,000.00 receipt appears. Check it and click Post Deposit.

Example 2: Invoice with Retention and Release

Scenario: Precision Mechanical invoices Greenfield Construction $50,000.00 for an HVAC installation milestone. The contract has 10% retention — Greenfield holds back $5,000.00 until project completion.

Step 1 — Create invoice with retention:

Navigate to Manage Invoices and click +.
Customer = Greenfield Construction, Invoice Type = Standard, Invoice Date = 02/20/2026.
Line item: Description = “HVAC Installation — Phase 2 Milestone”, Qty = 1, Unit Price = $50,000.00, Sale GL = the configured revenue account.
In the Retention field, enter the retained dollar amount $5,000.00 (10% of the $50,000.00 total). If the invoice is linked to a Job, the retention amount is derived from the Job’s retention percentage.
Click Save. Invoice INV-7730 is created.
- Invoice Total = $50,000.00
- Retention Amount = $5,000.00 (recorded as a memo)
- AR Balance (receivable) = $50,000.00 — the full invoice amount posts to AR; the recorded retention memo does not reduce the balance

Step 2 — Receive partial payment (excluding retention):

Greenfield sends check #8860 for $45,000.00.
Post Cash Receipt: Customer = Greenfield, Check # = 8860, Cash Amount = $45,000.00.
Apply to INV-7730: Applied Amount = $45,000.00.
Invoice balance remaining = $5,000.00 (retention held).

Step 3 — Release retention at project completion (3 months later):

Navigate to Accounts Receivable → Adjust Retention for Greenfield Construction.
In the Legacy Retention (Memo) section, INV-7730 shows: Current Retention = $5,000.00.
Enter New Retention Amount = $0.00 (releasing all retention).
Click Save Legacy Retention. The recorded retention memo is cleared. No GL entries are posted; the $5,000.00 was already part of the invoice’s open balance, which now simply carries no retention memo.

Step 4 — Collect the retention:

Greenfield sends check #9102 for $5,000.00.
Post Cash Receipt, apply to INV-7730. Invoice is now fully paid.

Example 3: Applying a Customer Prepayment

Scenario: Greenfield Construction sends a $10,000.00 advance payment before any work begins. Later, Precision Mechanical applies it against two invoices.

Step 1 — Record the prepayment:

Navigate to Post Cash Receipt. Customer = Greenfield Construction.
Check # = 8800, Cash Amount = $10,000.00, Posting Date = 01/15/2026.
On the entry line, set Posting Type = Prepayment, Applied Amount = $10,000.00.
Click Save.

GL posting:

Account	Debit	Credit
Cash	$10,000.00
Customer Prepayments		$10,000.00

Step 2 — Apply prepayment against invoices:

Two invoices are now outstanding:
- INV-7740: $6,500.00 (materials delivery)
- INV-7741: $3,500.00 (labor charges)
Navigate to Apply Prepayments for Greenfield Construction.
Prepayment Balance shows $10,000.00.
Enter the Applied amount:
- INV-7740: $6,500.00
- INV-7741: $3,500.00
Applied Total = $10,000.00 (equals available prepayment balance).
Set Posting Date = 02/28/2026 and click Apply Prepayments.

GL posting:

Account	Debit	Credit
Customer Prepayments	$10,000.00
AR Control		$10,000.00

Result: Both invoices are fully paid. Prepayment balance is now $0.00.

18. Business Rules

Rules are grouped by category.

Constraints

Ship-To Required — Sales orders require a Ship To address unless Drop Ship is enabled (then custom address fields are required).
Cash Receipt Balance — On a cash receipt, cash plus any discounts must equal the total applied amount. Applying more than an invoice’s open balance is allowed (it raises a warning and creates a credit balance). Prepayment application cannot exceed the available prepayment balance.
Retention Release — Retention is released two ways depending on the invoice. Legacy (memo) invoices: adjusting the retention figure (for example, reducing it to $0) overwrites the stored memo directly and creates no GL entries; the balance is unchanged because the retained amount was always part of it. A negative retention memo is allowed only on a negative (credit) invoice — otherwise the save is rejected — and validation runs only on changed rows. Job-invoicing (holdback) retention: it cannot be edited in place. It is released through the Release Retention action, which generates a retention release invoice per contract and posts GL entries (debit Accounts Receivable, credit Retention Receivable); corrections are made by voiding the release invoice.
Void Payment Restrictions — A voided cash receipt cannot be voided again, and the void date must pass close-date validation.
Void Deposit Restrictions — A voided deposit cannot be voided again. Voiding requires the Void AR Deposit permission.

Automations

Due Date from Terms — Due date auto-calculates from the customer’s payment terms.
Discount Auto-Apply — When posting a cash receipt with “Apply Discounts” checked, early-payment discounts auto-compute on each line.
COGS Auto-Post — Sales invoices auto-create COGS entries (debit the configured COGS account, credit the configured Inventory account) alongside AR entries.
Deposit Batch Grouping — Cash receipts auto-group by deposit group; each deposit batch creates a single bank GL entry.
Delinquency Warning — When a customer is selected on the following screens (Manage Work Orders, Manage Invoices, Manage Contracts, the Dispatch Board, and Manage Orders), the system automatically checks for overdue invoices and displays a warning with the total overdue amount, oldest days past due, and payment terms.
Stripe Payment Link — Sending a payment link calculates the amount due from the contract/invoice totals and sends a secure ServiSuite-hosted payment page, with card payments processed through Stripe. A successful online payment automatically creates an AR cash receipt.
Rebate Payer Invoice — When a work order with a rebate-flagged discount code is billed, the customer is invoiced the discounted (net) amount and the rebate portion is billed to the code’s Rebate Payer as a separate AR invoice (one per payer), debiting Accounts Receivable and raising the payer’s balance. No discount contra entry is recorded for the rebated portion. Crediting (voiding) the work-order billing reverses the payer invoices.

Workflows

Order-to-Cash Lifecycle — Sales Order (open) → Shipment → Invoice → Cash Receipt → Deposit → Sales Order (closed).
Retention Release — The Retention Adjustment screen handles two conventions. Legacy (memo) retention: updates the recorded retention on the invoice record; no GL entries. Job-invoicing (holdback) retention: the Release Retention action generates a retention release invoice per contract (own invoice number and due date), moves the released amount into Accounts Receivable, and posts GL (debit Accounts Receivable, credit Retention Receivable). Void the release invoice to reverse.
Void Payment Flow — Voiding a cash receipt creates reversing GL entries → removes the payment from linked invoices → invoices return to unpaid status → receipt displays “Payment Voided” indicator.
Statement Generation — Select customer → choose As Of date → generate PDF statement → optionally email to customer contacts.

Cross-Module Effects

CRM Proposal Conversion — Accepted CRM proposals convert to work orders (Service), which eventually generate AR invoices. Proposal-to-Job (Job Costing) conversion is not yet available in the UI (planned for a future phase).
Shipment Draws Inventory — Dispatching (shipping) a shipment reduces on-hand inventory and posts COGS to GL. Creating a shipment only allocates inventory to it; the on-hand reduction and COGS posting occur when the shipment is dispatched (and invoiced).
Service WO Invoicing — Invoicing a completed work order creates a sales invoice in AR.
Rebate Receivable from Service Billing — Billing a work order in Service that carries a rebate discount code creates a receivable against the third-party Rebate Payer in AR (a separate payer invoice), in addition to the customer’s own invoice. These rebate rows appear on the payer’s and the work order’s Rebates tabs.

19. Troubleshooting / FAQ

Q: I can’t save a sales order — “Ship To address required.” Every sales order requires a Ship To address unless Drop Ship is enabled (see Ship-To Required). Select an existing site address, or enable Drop Ship and fill in the custom address fields.

Q: Cash receipt posting fails — “Out of balance…” The cash amount plus any discounts must equal the total amount applied across all lines (see Cash Receipt Balance). Adjust the applied, cash, or discount amounts so they balance. (Applying more than an invoice’s open balance is allowed and just creates a credit balance.)

Q: I set retention to 0 on a legacy invoice but the balance didn’t change. For legacy (memo) invoices the retention is only a recorded figure — the retained amount was always part of the invoice’s open balance. Clearing the memo posts no GL entries and does not change the balance; it just records that no retention is being held. Collect the open balance with a normal cash receipt (see Retention Release).

Q: My job’s held retention isn’t editable — there’s no New Retention Amount field. Job-invoicing (holdback) retention is a real receivable and can’t be edited in place. Use the Job Retention (Holdback) section: enter a % to Release or Amount to Release and click Release Retention. The system creates a retention release invoice per contract and posts the GL entries; to reverse, void the release invoice (see Retention Release).

Q: A customer’s payment doesn’t match any single invoice. Use Post Cash Receipt and apply the payment across multiple invoices. Enter the total cash amount, then click Select Invoices and distribute the applied amounts across the relevant invoices. For overpayments, record the excess as a prepayment.

Q: I need to apply a prepayment but the balance shows $0. Verify the prepayment was originally posted with Posting Type = Prepayment. If it was posted as a regular cash receipt applied to an invoice, it is not available as a prepayment. Check the customer’s prepayment balance in Apply Prepayments.

Q: The COGS entry on my invoice seems wrong. Sales invoices auto-create COGS entries based on inventory cost (see COGS Auto-Post). If the COGS amount looks incorrect, check the product’s cost method (Average, Last, or Stated) and current unit cost in Inventory. The COGS amount = quantity x unit cost at the time of invoicing.

Q: Receipts aren’t appearing in Post Deposit. Each cash receipt must have a Deposit Group assigned (see Deposit Batch Grouping). If the receipt was saved without a deposit group, edit it and set the correct group before attempting the deposit.

Q: How do I void (reverse) a cash receipt? Navigate to Accounts Receivable → View AR Payment, find the cash receipt, and click Void Check. Enter a void date and confirm. The system creates reversing GL entries and returns the linked invoices to unpaid status (see Void Payment Flow). You need the View AR Payment permission.

Q: How do I void a deposit? Navigate to Accounts Receivable → Post Deposit, click View History, select the deposit, and click Void Deposit. Enter a void date and confirm. The deposit GL entries are reversed, and the cash receipts return to “needing deposit” status (see Void Deposit Restrictions). You need the Void AR Deposit permission.

Q: A delinquency warning appeared when I selected a customer — what does it mean? The warning means the customer has overdue invoices (see Delinquency Warning). It shows the total overdue amount, how many days the oldest invoice is past due, and the customer’s payment terms. You can still proceed with the transaction, but the warning alerts you to collection risk.

Q: How do I send a customer a payment link so they can pay online? This requires the Stripe integration to be connected. From a Service Contract view screen, click Send Payment Link, select the customer’s email contacts, and send. The customer receives a secure link to pay by credit card (see Stripe Payment Link).

Q: How do I generate a customer statement? Navigate to the customer’s View screen and click Actions → Preview Statement. Enter a Statement Date (optionally check Summary) and click Generate PDF to open a PDF statement in a new tab (see Statement Generation). To email the statement, use Actions → Email Statement instead.

Q: Some cash receipts aren’t showing in the deposit screen. Undeposited receipts only appear when they have a Deposit Group assigned and haven’t been included in a deposit yet. Check the receipt’s deposit group in the Post Cash Receipt screen. Receipts without a deposit group will not appear.

20. Tips & Notes

Recording a customer payment

Navigate to Post Cash Receipt (or open the customer and click Post Cash Receipt).
Select the customer.
Enter the check number, posting date, and total cash amount.
Confirm or set the payment type and deposit group.
Click Select Invoices to choose the invoices being paid.
Review the auto-populated applied amounts. Adjust if the customer took a discount or is making a partial payment.
Click Save to post.

Full order-to-cash cycle

Create a Sales Order for the customer.
Create a Sales Order Shipment when goods ship.
Create a Sales Invoice linked to the order (or shipment), which generates an AR invoice for the customer.
When payment arrives, use Post Cash Receipt to apply the payment to the invoice.
At end of day, use Post Deposit to batch the day’s receipts and post to the bank.

Releasing retention

Navigate to Adjust Retention for the customer (or open it from the customer or job contract view). Filter by job if needed.
Job-invoicing holdback: in Job Retention (Holdback), set a Posting Date, enter a % to Release or Amount to Release on each line, and click Release Retention. This creates a release invoice per contract and posts GL. Void the release invoice to undo.
Legacy memo invoices: in Legacy Retention (Memo), set the New Retention Amount to the retention you want to remain held (0 to release all), then click Save Legacy Retention. No GL entries are posted.

Applying a prepayment to invoices

Navigate to Apply Prepayments for the customer.
Enter the amount to apply against each open invoice.
Set the posting date and click Apply Prepayments.

Voiding an AR Payment

Navigate to Accounts Receivable → View AR Payment and search for the cash receipt.
Click Void Check on the payment detail screen.
Enter the Void Date (defaults to today) and confirm.
The system creates reversing GL entries. The linked invoices return to unpaid status and the payment shows a “Payment Voided” indicator.

Generating Customer Statements

Navigate to the customer’s View screen.
Click Actions → Preview Statement.
Enter the Statement Date — the statement will include all transactions up to this date (optionally check Summary).
Click Generate PDF to open a PDF statement in a new tab.
To email the statement instead, use Actions → Email Statement.

Sending a Customer Payment Link

Ensure the Stripe integration is connected in Administration → Integrations.
Navigate to the Service Contract view screen for the contract you want to collect payment on.
Click Send Payment Link.
Select one or more customer email addresses.
Click Send. The customer receives a secure link to pay online via credit card.
When the customer pays online, a cash receipt is automatically created in AR (this requires a Stripe payment type to be configured in AR Settings).