CREATE ACCOUNT RECEIVABLE Window

General Description

The window Create Account Receivable is the module where the pending payment balances that customers have with the company are recorded manually. This window is used when you need to create an account receivable that does not come automatically from a sales invoice, or when you need to edit an existing account that is still in open status.

This window shares the same interface and layout as the Create Account Payable window, with the fundamental difference that here collection rights are managed with debtors (those who owe money to the company) instead of obligations with creditors.

When Is This Window Used?

The Create Account Receivable window is used in two main situations:

Manual Creation:

When you need to record a pending balance of a customer that does not come from a sales invoice of the system. Typical examples:

  • Services provided that were not invoiced through the system
  • Advances received that must be applied to future sales
  • Accounting adjustments that generate collection rights
  • Sales made outside the system that must be recorded
  • Interest or surcharges applied to customers

Editing Existing Accounts:

When you need to modify the information of an account receivable that is in open status (without registered payments). Once the account receives its first payment, it can no longer be edited.

Window Structure

The window is organized in a simple and direct way, with all the fields necessary to record the collection right:

Upper Zone - Document Information

Document Number:

  • If you are creating a new account, this field shows the number that the system will assign automatically.
  • If you are editing an existing account, it shows the number already assigned.
  • This field is read-only and cannot be modified.

Status:

Shows the current status of the account:

  • Open: The account can be edited (it has not received payments).
  • Partial: The account has received some payments but still has a pending balance.
  • Closed: The account has been fully canceled.
  • This field is read-only and reflects the current status of the account.

Central Zone - Account Data

Debtor:

  • Third Party Code: Code of the customer or third party who owes. This field is selected through a selector with a search button (magnifying glass) that opens the list of third parties.
  • Third Party Name: It automatically shows the name of the selected third party.
  • This field is required and must be a valid third party registered in the system.

Concept:

Text field where the motive, reason, or circumstance for which this account receivable is created is described. Examples:

  • "Consulting service January 2026"
  • "Advance payment for web development project"
  • "Late payment interest invoice 12345"
  • "Sale of used equipment"
  • This field is required and must be descriptive to facilitate later identification of the account.

Obligation Amount:

Editable numeric field where the total value of the collection right is entered. This is the initial amount of the account receivable.

  • If you are creating a new account, the total value is entered.
  • If you are editing an existing account, the value can be modified (only if it has not received payments).
  • This field is required.

Amount Paid:

Shows the total of payments that have been received for this account.

  • If you are creating a new account, this value is zero.
  • If you are editing an existing account, it shows the registered payments.
  • This field is read-only and is updated automatically when payments are registered.

Amount Receivable:

Shows the pending balance of the account (Obligation Value minus Paid Value).

  • This field is read-only and is calculated automatically.
  • When the balance reaches zero, the account moves to closed status.

Dates:

Start Date:

Date on which the collection right originates. By default it takes the current date, but it can be modified if the right originated on a different date.

Payment Date:

Deadline or expected date for the collection of the obligation. This field is informative and helps to plan the collections. It can be left blank if there is no specific date.

Lower Zone - Action Button

OK Button:

It is the only button at the bottom of the window. Its function depends on the context:

  • If you are creating a new account: Creates the account receivable with the entered information.
  • If you are editing an existing account: Saves the changes made.

System Validations

The window implements several validations to guarantee data integrity:

Debtor Validation:

  • The debtor must be a valid third party registered in the system.
  • If a nonexistent code is entered, the system shows an error.
  • Use the search button (magnifying glass) to select the debtor from the list of third parties.

Concept Validation:

  • The concept field is required.
  • It must contain descriptive text (it cannot be empty).

Amount Validation:

  • The obligation value must be a positive number greater than zero.
  • Negative or zero amounts are not allowed.
  • If you are editing an account with payments, the new value must be greater than or equal to the value already paid.

Date Validation:

  • The start date must be valid.
  • The payment date, if entered, must be later than or equal to the start date.

Validation When Editing:

  • Only accounts in open status can be edited.
  • If the account already has payments, it cannot be edited and the system will show a message.

Typical Workflow

Scenario 1: Create a manual account receivable

  1. The need to record a pending balance of a customer that does not come from a sales invoice is identified.
  2. You go to the Accounts Receivable List window.
  3. Click the "Create Account" button.
  4. The Create Accounts Receivable window opens.
  5. The system automatically assigns the document number.
  6. The debtor is selected using the search button (magnifying glass).
  7. The descriptive concept of the collection right is entered.
  8. Enter the obligation amount.
  9. Check or adjust the start date.
  10. Optionally, the expected payment date is entered.
  11. Click the "OK" button.
  12. The account is created in OPEN status and appears in the accounts receivable list.

Scenario 2: Edit an existing account receivable

  1. You need to modify the information of an account receivable in open status.
  2. You go to the Accounts Receivable List window.
  3. Select the account to be edited.
  4. Click the "Edit Account" button.
  5. The Create Account Receivable window opens with the current data.
  6. The necessary fields are modified (concept, value, dates).
  7. Click the "OK" button.
  8. The changes are saved and reflected in the accounts receivable list.

Scenario 3: Try to edit an account with payments

  1. You need to modify an account receivable that already has registered payments.
  2. You go to the Accounts Receivable List window.
  3. Select the account.
  4. Click the "Edit Account" button.
  5. The system shows a message indicating that the account cannot be edited because it already has payments.
  6. The account remains unchanged.

Relationship with Other Windows

Accounts Receivable List Window:

It is the window from which this window is accessed through the "Create Account" and "Edit Account" buttons. Here all the created accounts are displayed.

Third Parties List Window:

It provides the list of customers and third parties used in the debtor selector. The debtors must be registered as third parties in the system.

Cash Window:

When payments are registered to accounts receivable, the money goes into Cash. The cash movements are linked to the collections made.

Sales Invoices List Window:

Accounts receivable generated automatically from sales invoices also appear in the accounts receivable list, but they cannot be edited from this window (they are created automatically).

Usage Recommendations

Be descriptive in the concept:

Use clear and detailed concepts that allow the reason for the collection right to be easily identified. This will facilitate reconciliation and subsequent follow-up.

Verify the debtor before saving:

Make sure to select the correct debtor before clicking on "Accept". An error in the debtor can cause collection and reconciliation problems with customers.

Use realistic dates:

Enter start and payment dates that reflect the reality of the obligation. This helps in collection planning and in the aging analysis of the portfolio.

Do not edit accounts with payments:

Remember that once an account receives its first payment, it can no longer be edited. If you need to correct information, do it before registering any payment.

Validate the obligation amount:

Make sure that the entered value is correct before saving. An error in the value can cause financial and collection problems.

Use the search button for debtors:

Instead of typing the debtor's code, use the search button (magnifying glass) to select from the list. This avoids typing errors.

Document manual accounts:

If you are creating a manual account that does not come from a sales invoice, use the notes to document additional information or attach references to physical documents.

Reconcile with customers:

After creating manual accounts receivable, reconcile with the customers to ensure that the recorded balances match their records.

Plan collections:

Use the payment date to plan when the obligation should be collected. This helps in cash flow management.

Review the accounts created:

After creating or editing an account, review it in the accounts receivable list to ensure that all the information is correct.

Train staff:

Make sure that all users who can create accounts receivable understand when to use this window and when the accounts are generated automatically from sales invoices.

Do not overuse manual creation:

Whenever possible, use sales invoices to generate accounts receivable automatically. Use manual creation only when strictly necessary.

Keep the dates in order:

Enter the dates in a consistent format to facilitate analysis and report generation.

Use standardized concepts:

If possible, use standardized concepts for recurring collection types. This facilitates analysis by income type.

Document the origin of the collection right:

If the account receivable comes from a physical invoice or external document, mention the number of that document in the concept or in the notes.

Review the balances before collecting:

Before registering a payment, verify the current balance of the account to ensure that the collection is correct.

Integrate with accounting:

If you have an external accounting system, periodically export the accounts receivable information so that it is incorporated into the formal accounting.

Monitor old accounts:

Periodically review the accounts receivable with old start dates to identify balances that should have been collected and take collection actions.

Train on the use of dates:

Make sure that the personnel understand the difference between the start date (when the collection right originates) and the payment date (when collection is expected).

Establish credit policies:

Use the accounts receivable information to evaluate the payment behavior of customers and adjust credit policies as necessary.

Prioritize collections by age:

Use the accounts receivable reports to identify old balances and prioritize collection actions.

Kardex Tauro - Professional Inventory Management System

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