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 an invoice amount the customer is expected to hold back, common in construction billing. Retention is tracked as a separate amount recorded on the invoice (the retention amount); it does not reduce the invoice’s AR balance. The full invoice amount posts to AR and remains the receivable balance. The Retention Adjustment screen updates the recorded retention figure on outstanding invoices; it does not post a GL release.
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 (a /collectPayment link) 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 Sales Invoices, Manage Service Contracts, Dispatch Board Dialogs, and Manage Sales 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 → AR 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, invoice number, or any other identifying information. Searching by invoice number returns the customer associated with that invoice, making it easy to find a customer when you only have an invoice reference. 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:

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 / City / State / Zip / Country — The primary billing address for the customer.
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). Defaults to the value set in AR Settings.
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).

Salesman Assign one or more salesmen to this customer. Each salesman can be given 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.

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

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, or navigate directly to /manageCustomers/{customerId}/edit. 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.

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.

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, Invoice Date, Due Date, Amount, Paid, Retention Amount, and Balance. Click the invoice number to open the invoice in a new tab. (The tab literally labeled Invoices instead shows sales invoices.)

Sales 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.

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

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.

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 Adjustment screen for this customer.
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.

Customer Delinquency Warning

When a customer is selected on the applicable screens (Manage Work Orders, Manage Sales Invoices, Manage Service Contracts, Dispatch Board Dialogs, Manage Sales 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.

6. Sales Orders

Navigation: Accounts Receivable → Manage Sales 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 radio button filter for All, Open, or Closed orders.
A text search box that searches order ID, customer purchase order number, customer name, customer address, ship-to 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 Sales 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 (required if Hold is checked)	If Held

Order Lines (Details 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
Extended Price	Calculated (Qty × Unit Price × discount)

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).

Invoices Tab View and navigate to all invoices generated from this order.

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 or navigate to /manageSalesOrders/{salesOrderId}/edit. 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: Accounts Receivable → Manage Sales 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 invoice number, customer PO number, customer name or address, or ship-to site name or 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
Posting Date
Total Amount

Click any row to view the invoice.

Creating a Sales Invoice

Click + in the grid header or navigate to Manage Sales 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
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	No
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 voidSalesInvoice 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: Accounts Receivable → Manage Sales Order Shipments

Shipments represent the physical fulfillment of sales order lines. A single order can have multiple shipments; a shipment draws from one or more order lines.

Searching for Shipments

The Search Sales Order Shipments screen provides search by shipment ID, customer, tracking/PRO number, or SSCC-18, with an All / Unshipped / Shipped status filter. Results show:

Sales Order Shipment ID
Customer
Ship To
Carrier
Pro Number
Scheduled Pickup
Expected Delivery

Click any row to view the shipment.

Creating a Shipment

Click + in the grid header or navigate to Manage Sales Order Shipments → Create.

Header Fields

Field	Description	Required
Source Building	The warehouse/building the shipment ships from	Yes
Freight Terms	Freight responsibility terms	Yes
Carrier	Shipping carrier used	No
SCAC Code	Carrier’s Standard Carrier Alpha Code	No
Pro Number	Carrier tracking / PRO number	No
NMFC Classification	Freight classification	No
SSCC-18	Serial shipping container code (auto-generated)	No
Description	Free-text shipment description	No
Special Handling Requirements	Handling instructions	No
Weight (lbs)	Total shipment weight	No
Total Pallets / Cartons / Drums	Package counts	No
Scheduled Pickup	Scheduled pickup date/time	No
Expected Delivery	Expected delivery date/time	No
Trailer Number	Carrier trailer number	No
Seal Number	Trailer seal number	No
Hold	Check to place the shipment on hold	No
Hold Reason	Reason for the hold	If Held
Auto-Invoice	Automatically generate an invoice when the shipment is saved	No
Notes	Free text notes	No

The Ship-To address is loaded from the selected sales order (or entered as a custom address when drop-shipping); there is no separate Ship Date or Freight Amount field on the shipment header.

Shipment Lines Each line draws from an open (unshipped) quantity on the linked sales order. Select the product line and enter the quantity being shipped in this shipment.

Viewing a Shipment

The view screen shows all header information and the line items included in the shipment, with each line linking back to its originating sales order. The header shows Auto-Invoice? and Is Invoiced status indicators; there is no navigational link to invoices generated from the shipment.

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.
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 two 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.

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 Amount	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 transaction” error. 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.)

The Post Sale screen posts a sale (an AR charge) directly to a customer’s invoice and to the General Ledger. Use it to bill a customer for an amount, distributing that amount across one or more GL accounts. If the invoice number you enter already exists for the customer, the sale is added to that existing invoice; otherwise a new invoice is created.

Header Fields

Field	Description	Required
Customer	The customer being billed. Selecting a customer loads their financial panel and their unpaid invoices for lookup.	Yes
Invoice Number	The invoice to post against. You can type a new number or pick from the customer’s unpaid invoices. If the chosen invoice has already been paid, a warning is shown asking you to acknowledge it. The reserved word `Prepayment` cannot be used.	Yes
Posting/Invoice Date	The date the sale is posted and the invoice date. Changing it recomputes the Due Date from the customer’s terms.	Yes
Due Date	When payment is due. Auto-computed from the Posting/Invoice Date and the customer’s terms, and can be overridden.	Yes
Job	An optional open job to associate with the sale.	No
Job Contract	The contract under the selected job. Required when a Job is selected.	Only when a Job is selected
Amount	The total amount of the sale. Entering it proportionally allocates the amount across the GL distribution lines and recomputes retention.	No
Discount Percent	The early-payment discount percentage stored on the invoice. Defaults from the customer’s terms.	No
Retention Amount	The retention withheld on this sale. Read-only; auto-computed as the job’s retention percentage applied to the Amount.	Read-only
Total Retention Amount	The total retention on the invoice. Read-only; auto-computed as the job’s retention percentage applied to the Amount plus the existing invoice total.	Read-only
Notes	Free text notes.	No

When an existing invoice is selected, the screen also shows read-only Current Invoice Total, Current Invoice Balance, and New Invoice Balance fields so you can see the effect of the sale before posting.

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

GL Distribution

The lower grid distributes the sale across General Ledger accounts. Each line has:

Column	Description
Account	The GL account to post this portion of the sale to.
Amount	The amount allocated to this account.
Notes	Free text notes for this line.

When you enter the header Amount, it is automatically allocated across the distribution lines in proportion to the amounts already entered on them. You can then adjust individual line amounts as needed.

Posting the Sale

Select the Customer, then enter or select the Invoice Number.
Confirm the Posting/Invoice Date and Due Date, and optionally select a Job and Job Contract.
Enter the Amount and, if applicable, the Discount Percent. Retention is computed automatically from the job.
Review the GL distribution lines, assigning each populated line a GL Account.
Click Post to post the sale. 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.

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 Apply Amount column.
The footer shows two totals: Prepayments Available (available credit) and Prepayments Applied (sum of all amounts entered).
Select a Posting Date.
Click Apply 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 customerInvoicePosting 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
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
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.

Permission required: viewArPayment (View AR Payment)

12. Deposits

Post AR Deposit

Navigation: Accounts Receivable → Post AR 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 all undeposited cash receipts in the selected deposit group. 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 AR Deposit screen opens, it automatically loads all cash receipts that have not yet been included in a deposit. These are receipts where a deposit group is assigned but no deposit has been posted.

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 AR 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 AR 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 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: voidArDeposit

13. Customer Payment Link

Customer Payment Links allow you to send a customer a ServiSuite-hosted payment page (a /collectPayment link) 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 (tracked by `lastViewedDateTime`)
Paid	Payment has been received successfully
Expired	Link is no longer valid

When Auto Cash Receipt is enabled in the Stripe integration settings, a cash receipt is automatically created in AR when the Stripe 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.

14. Retention Adjustment

Navigation: Accounts Receivable → Adjust Retention (Can also be launched from a customer’s view screen.)

Retention adjustment allows you to modify the retention amount withheld on outstanding customer invoices — typically used in construction billing when the customer releases some or all of their held retention.

How it works:

Select a customer. You may optionally filter invoices by Job using the Job filter field.
The grid loads the customer’s open (unpaid) invoices that are associated with a job. The optional Job filter narrows which of those invoices are displayed.
For each invoice, enter the new retention amount in the New Retention Amount column.
Mass Update option: Check Mass Update Retention and enter a retention percentage in the Retention (Mass Update) field. The system sets each displayed invoice’s new retention amount to that percentage of its invoice total.
Click Save to update all retention amounts. The system adjusts each invoice’s retention balance. No GL entries are created; only the retention amount on the invoice record is updated.

15. AR Settings

Navigation: Accounts Receivable → AR 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. Every field is required. 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

Other Global Settings

Field	Description
Default Payment Type	The payment type pre-selected when posting a cash receipt
Default Customer Terms	The payment terms pre-assigned to new customers (optional)
SSCC-18 Company Prefix	Your company’s GS1 company prefix, used to generate SSCC-18 labels for shipments

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)
Day of Month Due / Cutoff Days / Months to Add	Used when Due Certain Day of Month is on, to compute the due date from a specific day of the month
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

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

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

Salesmen

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

Field	Description
Name	Salesman’s full name (with an optional second Name line)
Salesman ID	Short identifier or employee ID
Address	Salesman’s address
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
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

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

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
Customer Payment Link	Send payment links to customers

Generate Statements is controlled as a screen-access permission rather than a Misc Permission. 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 Accounts Receivable → Manage Sales 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 Sales Order Shipments and click +.
Select Sales Order = SO-3842, Ship Date = 02/15/2026, Carrier = Precision Trucking.
Shipment line: Steel Beam W8x18, Shipped Qty = 200.
Click Save. Inventory is reduced by 200 units.

Step 3 — Invoice the order:

Navigate to Manage Sales Invoices and click +.
Select Customer = Greenfield Construction, link to Sales Order = SO-3842.
Invoice Date = 02/15/2026, Invoice Type = Standard Invoice, Terms = Net 30 → Due Date = 03/17/2026.
Line items populate from the order: 200 × $85.00 = $17,000.00.
Click Save. Invoice INV-7721 is posted.

GL posting:

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 AR 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 Sales 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
- AR Balance (receivable) = $50,000.00 — the full invoice amount posts to AR; the recorded retention 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.
INV-7730 shows: Current Retention = $5,000.00, Balance = $5,000.00.
Enter New Retention Amount = $0.00 (releasing all retention).
Click Save. The invoice balance is now fully due.

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 Apply 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.

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. Each rule has an ID for cross-referencing.

Constraints

BR-AR-C1: Ship-To Required — Sales orders require a Ship To address unless Drop Ship is enabled (then custom address fields are required).
BR-AR-C2: Applied Amount Cap — Cash receipt applied amount cannot exceed the cash amount received; prepayment application cannot exceed prepayment balance.
BR-AR-C3: Retention Release — Adjusting an invoice’s retention amount (for example, reducing it to $0) makes the previously held amount immediately due for collection. The system overwrites the stored retention amount directly and creates no GL entries; there is no enforced floor preventing a negative value.
BR-AR-C4: Void Payment Restrictions — A voided cash receipt cannot be voided again, and the void date must pass close-date validation.
BR-AR-C5: Void Deposit Restrictions — A voided deposit cannot be voided again. Voiding requires the voidArDeposit permission.

Automations

BR-AR-A1: Due Date from Terms — Due date auto-calculates from the customer’s payment terms.
BR-AR-A2: Discount Auto-Apply — When posting a cash receipt with “Apply Discounts” checked, early-payment discounts auto-compute on each line.
BR-AR-A3: COGS Auto-Post — Sales invoices auto-create COGS entries (debit the configured COGS account, credit the configured Inventory account) alongside AR entries.
BR-AR-A4: Deposit Batch Grouping — Cash receipts auto-group by deposit group; each deposit batch creates a single bank GL entry.
BR-AR-A5: Delinquency Warning — When a customer is selected on the following screens (Manage Work Orders, Manage Sales Invoices, Manage Service Contracts, Dispatch Board Dialogs, Manage Sales Orders), the system automatically checks for overdue invoices and displays a warning with the total overdue amount, oldest days past due, and payment terms.
BR-AR-A6: Stripe Payment Link — Sending a payment link calculates the amount due from the contract/invoice totals and sends a secure ServiSuite-hosted payment page (a /collectPayment link), with card payments processed through Stripe. A successful online payment automatically creates an AR cash receipt.

Workflows

BR-AR-W1: Order-to-Cash Lifecycle — Sales Order (open) → Shipment → Invoice → Cash Receipt → Deposit → Sales Order (closed).
BR-AR-W2: Retention Release — Retention Adjustment screen updates the retention amount on the invoice record, making the released portion immediately due. No GL entries are created.
BR-AR-W3: 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.
BR-AR-W4: Statement Generation — Select customer → choose As Of date → generate PDF statement → optionally email to customer contacts.

Cross-Module Effects

BR-AR-X1: 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).
BR-AR-X2: 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).
BR-AR-X3: Service WO Invoicing — Invoicing a completed work order creates a sales invoice in AR.

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 (BR-AR-C1). Select an existing site address, or enable Drop Ship and fill in the custom address fields.

Q: Cash receipt posting fails — “applied amount exceeds cash amount.” The total amount applied across all invoice lines cannot exceed the cash amount received (BR-AR-C2). Reduce the applied amounts or increase the cash amount to match what the customer actually sent.

Q: I set retention to 0 but the released amount isn’t showing as due. Releasing retention makes the amount immediately due for collection (BR-AR-C3). Check the invoice — the balance should now reflect the full amount. Post a cash receipt when the customer pays the released retention.

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 (BR-AR-A3). 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 AR Deposit. Each cash receipt must have a Deposit Group assigned (BR-AR-A4). 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. Enter a void date and confirm. The system creates reversing GL entries and returns the linked invoices to unpaid status (BR-AR-W3). You need the viewArPayment (View AR Payment) permission.

Q: How do I void a deposit? Navigate to Accounts Receivable → Post AR Deposit, click View History, select the deposit, and click Void. Enter a void date and confirm. The deposit GL entries are reversed, and the cash receipts return to “needing deposit” status (BR-AR-C5). You need the voidArDeposit permission.

Q: A delinquency warning appeared when I selected a customer — what does it mean? The warning means the customer has overdue invoices (BR-AR-A5). 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 (BR-AR-A6).

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 (BR-AR-W4). 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 AR Deposit to batch the day’s receipts and post to the bank.

Releasing retention

Navigate to Adjust Retention for the customer.
Filter by job if needed.
Reduce the New Retention Amount on the relevant invoices to the new retained balance (e.g., set to 0 to release all retention).
Click Save.

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.

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, a cash receipt is automatically created if Auto Cash Receipt is enabled in Stripe settings.