Receivables

The Receivables tab of Bank and payments shows what your clients owe you right now: every issued invoice that is not fully paid, how old the debt is, who owes the most, and the payments that came in. From here you record a payment, including one transfer for several invoices with deductions, and you start a reminder, a payment promise or an interest note.

Before you start

• Open Billing, Bank and payments. It opens on Receivables.
• Everyone can read it. Recording payments needs a role that may change TMS data; a member limited to some TMS modules needs Finance.
• Payments also arrive from bank statements (see Bank statements) and from factors (see Factoring and insurance). Reminders are on Dunning.

The Receivables tab

• The strip on top of Bank and payments: Open, to be paid, Overdue and Transfers to send (transfer batches waiting, see Paying carriers).
• Show switches between three views: Invoices, By client and Payments in.
• Overdue only narrows the invoices to the overdue ones.
• Record payment is the main button.

A banner lists Reminders that did not go out when some did not (see Reminders that did not go out).

Receivables by age

The bar Receivables by age splits what is open, "120 400.00 PLN open on 18 invoices", into Not due yet, 1 to 30 days, 31 to 60 days, 61 to 90 days and Over 90 days overdue. "Nothing is open. Every issued invoice is paid." when the list is empty.

Invoices

Each row's menu holds Record payment, Record a payment promise (or Change the payment promise), Remind and Interest note. Broken promises filters the invoices whose promised day has passed.

By client

The same money per client, in PLN: Client, Invoices, Open (PLN), Overdue (PLN), Oldest (the oldest open invoice), Credit limit and Limit used ("no limit" when none is set). An invoice without a PLN rate is counted apart ("1 without a PLN rate").

Payments in

The payments recorded from clients: Date, From, Method, Amount, On invoices, Invoices and Reference. "Record a payment when money from a client lands on the account."

Record a payment

"One payment can settle several invoices, as on a payment advice."

1. Click Record payment (or Record payment in an invoice's row menu, or Add payment on the invoice, which fills in the client and the invoice).
2. Pick the client in From. "Open invoices of this client in EUR." appear, each with what is open.
3. Fill in the payment and the amounts per invoice, then click Record payment.

The foot sums up On invoices, Deductions and Not assigned ("Stays as an advance on account."). "The invoices take more than the payment. Lower the amounts." stops a payment that does not add up, and an invoice never takes more than is open on it. Split the amount fills the invoices in their order with the amount received, each up to what is open on it (after its deduction).

How it was paid

A paid invoice stops being reminded. An invoice in another currency than the payment cannot take it: record one payment per currency.

Load remittance advice

Many clients send a payment advice listing the invoices a transfer pays. Load remittance advice in the dialog fills the invoices in from it: "Paste the client's advice (from an e-mail, a PDF or a spreadsheet) or add its file: the invoices it names are filled in with the amounts and deductions."

1. Pick the client and the currency first.
2. Click Load remittance advice. Paste the advice into The advice ("Invoice Amount Deduction Paid Remark") or Add a file (a PDF, a spreadsheet, a Word document, an e-mail, a text or a photo, up to 10 MB).
3. Click Fill in. "6 invoices filled in. Check them and save the payment." A transfer method switches to Payment advice (avizo).
4. Check the amounts and deductions, then Record payment.

Lines that do not fit are listed with the reason: "FV/77/2026: no open invoice with this number", "more than one invoice fits", "another currency than the payment", "an invoice of another client", "no amount" or "named twice in the advice". When the advice has no table Quanty can read, the AI reads it ("Read by AI."), if the TMS AI is switched on; that uses AI credits. Nothing is saved until you check the invoices and save the payment.

Good to know

• A payment booked from a bank statement is a payment like one recorded here; it is taken back with Undo the match on the Bank tab.
• An overpayment (Not assigned) stays on the client's payment as an advance on account.
• Receivables count corrections: a correction that lowers an invoice lowers what is open on it.
• What a client owes also counts against its credit limit (see Credit limits and blocks).

Related pages

• Dunning: reminders, promises, pauses, the collection agency and interest notes.
• Bank statements: payments from your bank's statement.
• Factoring and insurance: the factor's advances, rests and recourses.
• Invoices: the invoices behind the receivables.