Window ACCOUNTS RECEIVABLE LIST

General Description

The window Accounts Receivable List is the module where all the outstanding payment balances that customers have with the company are managed. It works as a master-detail form that presents all the accounts receivable in a consolidated way, allowing you to view both the headers (the accounts receivable themselves) and the details (the payments made by each customer).

This window is essential for the financial control of the business, since it allows you to monitor how much customers owe, who owes, what payments have been received and how much remains to be collected. It is an essential tool for treasury management and portfolio monitoring.

What is an Accounts Receivable?

An Account Receivable is the record of an outstanding payment balance that a customer has with the company as a consequence of a credit sale. It represents the right to collect that arises when merchandise or services are sold without receiving the full payment at the time of the transaction.

Key features:

  • It is generated automatically upon finalizing a sales invoice where the cash received is less than the total of the sale.
  • It can also be created manually to record customer balances that do not come from a sales invoice.
  • It can be settled in a single payment or in multiple partial payments.
  • Shows the total value of the debt and the value that has already been paid.
  • It can only be edited while it is in open status (without payments).
  • Once it receives the first payment, it moves to partial status and can no longer be edited.
  • When the paid value equals the total value, it moves to closed status.

Origin of accounts receivable:

  • Automatic: Upon finalizing a sales invoice where the cash received is less than the total of the sale, the system automatically creates an account receivable for the difference (the credit).
  • Manual: Accounts receivable can be created manually to record customer balances that do not come from a sales invoice.

Window Structure

The window is organized into three clearly differentiated areas, following the master-detail pattern:

Top Area - Global Search Box

At the very top there is a real-time search text box. It allows you to type any data (document number, customer name, concept, status, or any text contained in the accounts receivable) and the system filters automatically, showing only the matching elements. When you clear the text in the search box, all the elements are shown again.

Upper Central Area - Master Grid (Accounts Receivable)

Below the search box, a grid is presented with all the accounts receivable registered in the system. The main columns include:

  • Source Document: Number of the document that originated the account receivable (usually the number of the sales invoice). If the account was created manually, this field may be empty or show "MANUAL".
  • Debtor Code: Code of the customer or third party that owes.
  • Debtor Name: Name or business name of the customer.
  • Concept: Description of the reason for the debt (sale of merchandise, services, etc.).
  • Status: Current status of the account (open, partial, closed, deleted).
  • Total Value: Total amount of the original debt.
  • Paid Value: Amount already paid through partial payments.
  • Date: Creation date of the accounts receivable.

When you click on a row, the account receivable is selected and its details (payments made) are shown in the lower area.

Lower Central Area - Detail Grid (Payments)

In the lower part, the detail of the account receivable selected in the upper list is shown. Here the payments that have been made to that specific account appear. The columns are:

  • Document Number: Number of the generated payment document.
  • Concept: Description of the payment (partial payment, full settlement, etc.).
  • Amount: Amount of the payment made.
  • Balance: Outstanding balance after that payment.
  • Date: Date on which the payment was made.

Behavior of the detail grid:

  • If the account receivable is in open status (without payments), the lower grid appears empty.
  • If the account received a single payment that settled it completely, only one line will appear in the lower grid.
  • If the account has been settled in multiple installments, a record will appear for each payment made, showing the evolution of the balance.

Bottom Area - Action Buttons

Four main buttons that control the operations on the accounts receivable:

Create Account: Creates a new account receivable manually. This button is used when you need to record a customer balance that does not come from a sales invoice.

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

Apply Payment: Opens the payment registration window for the selected account. From this window you can settle the account in full or register a partial payment.

Delete: Removes the account receivable from the system. This button is only active for accounts in open status. Accounts that have already received payments cannot be deleted.

Document Statuses

Accounts receivable go through four different statuses throughout their life cycle:

Status OPEN:

  • The account has just been created and has not received any payment.
  • The account information can be edited.
  • The account can be deleted.
  • The paid value is zero.

PARTIAL status:

  • The account has received at least one payment, but there is still an outstanding balance.
  • The account can no longer be edited.
  • It cannot be deleted.
  • More payments can be registered until the total collection is completed.
  • The paid value is less than the total value.

CLOSED status:

  • The account has been fully canceled.
  • The paid value is equal to the total value.
  • No more payments can be registered.
  • It cannot be edited or deleted.
  • The document remains as a historical record of the completed collection.

Status DELETED:

  • The account was voided and removed from the system.
  • It can only be consulted as a historical record.
  • It cannot be edited, paid or deleted again.3

Context Menu - Upper List (Accounts Receivable)

When you right-click on any account receivable in the upper list, a menu is displayed with the following options:

Export to Excel

Generates an Excel file with the accounts receivable currently visible in the list. If there are applied filters, only the accounts that meet those criteria are exported.

View Report

Shows a printable report with the accounts receivable that appear in the list. If the list has applied filters, the report will reflect exactly those same criteria. This is a very powerful tool for generating outstanding portfolio reports.

Filters

Allows you to apply advanced filtering criteria on the accounts receivable list:

  • By source document
  • By debtor (customer)
  • By status (open, partial, closed)
  • By total value greater than
  • By total value less than
  • By date greater than
  • By date less than

The filters are stackable, which means that several can be combined simultaneously. For example, you can request to show all the accounts receivable of customer XYZ in partial status with a value greater than one million.

Remove Filters

Restores the complete view by removing all applied filters, showing all the accounts receivable of the system again.

Edit Notes

Allows you to open a window to edit the general notes of the selected account receivable.

Configure Columns

Allows you to show or hide columns in the upper accounts receivable list. It also allows you to modify the width of the columns. The system remembers this configuration when the window is closed and reopened.

Context Menu - Bottom List (Payments)

When you right-click on the payments in the lower detail grid, a menu is displayed with a single option:

Configure Columns

Allows adding or removing columns from the lower grid, modifying the width and customizing the visualization. As in the upper list, this configuration is remembered when closing the window.

The Power of the Filter System

The filter menu at the top is an extremely powerful tool for portfolio analysis. Everything shown in the upper list after applying filters becomes directly a report when the "View Report" option is used.

Examples of practical use:

Pending portfolio report:

Apply the status filter "PARTIAL" to see all the accounts that still have an outstanding balance. This allows you to quickly identify which customers have balances to pay.

Balance analysis by customer:

Apply the debtor filter (select a specific customer) to see all the accounts receivable of that customer, including those already closed and those pending.

High-value accounts receivable:

Apply the value greater than filter (a significant amount) to identify the largest debts and prioritize their collection.

Old pending accounts:

Combine the status filter "PARTIAL" with the date less than filter (an old date) to identify accounts receivable that have been pending collection for a long time.

Collection flow analysis:

Apply date filters to generate reports of collections made in a specific period, useful for treasury analysis.

This functionality turns the window into an ad-hoc accounts receivable report generation tool without the need for additional modules.

Typical Workflow

Scenario 1: Account generated automatically from a sales invoice

  1. A sales invoice for a value of $1.000.000 is created and finalized.
  2. Upon finalizing, the customer pays $600.000 in cash.
  3. The system automatically creates an account receivable for $400.000.
  4. The account appears in the list in OPEN status.
  5. Later, the customer comes to pay the outstanding balance.
  6. You go to the Accounts Receivable List window.
  7. The accounts receivable is selected.
  8. The "Apply Payment" button is clicked.
  9. The payment registration window opens.
  10. The payment value is entered ($400.000 for full settlement, or a smaller amount for a partial payment).
  11. The payment is confirmed.
  12. The account moves to CLOSED status (if it was a full settlement) or PARTIAL (if it was a partial payment).
  13. The payment appears in the bottom grid.

Scenario 2: Account created manually

  1. The need to record a customer balance 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 account receivable creation window opens.
  5. The customer (debtor) is selected.
  6. The concept, total value and date are entered.
  7. The account is saved.
  8. The account appears in the list in OPEN status.
  9. Later, the necessary payments are registered until the account is settled.

Scenario 3: Multiple partial payments

  1. There is an account receivable of $1.000.000 in OPEN status.
  2. The customer makes a first payment of $300.000.
  3. The account changes to PARTIAL status.
  4. The lower grid shows the first payment with an outstanding balance of $700.000.
  5. Weeks later, the customer makes a second payment of $400.000.
  6. The account remains in PARTIAL status.
  7. The lower grid now shows two lines: the first payment and the second, with an outstanding balance of $300.000.
  8. Finally, the customer makes a third payment of $300.000.
  9. The account changes to CLOSED status.
  10. The lower grid shows three lines, one for each payment made.

Relationship with Other Windows

Sales Invoices List Window:

Accounts receivable are linked to the sales invoices that originated them. From the sales module you can consult the accounts receivable history of a specific customer.

Cash Window:

When a payment is registered against an account receivable, the money enters the cash. Cash movements are linked to the payments received.

Third Parties List Window (Customers):

Provides the information of the customers that appear as debtors in the accounts receivable.

Accounts Payable List Window:

It is the counterpart of this window. While accounts receivable are outstanding balances of customers, accounts payable are debts with suppliers.

Window Create Sales Invoice:

Upon finalizing a sales invoice with partial payment, the corresponding account receivable for the credit is generated automatically.

Usage Recommendations

Use the search box for quick location:

The real-time search box is the most efficient way to find specific accounts receivable when some reference data is known, such as the customer name.

Take advantage of the stackable filters:

Combine multiple filters to generate specific accounts receivable reports by customer, status, period or value. Filters are the key to accurate portfolio analysis.

Use "View Report" for portfolio analysis:

After applying filters, use "View Report" to generate printable documents that reflect exactly the selected criteria. Ideal for collection follow-up meetings.

Monitor accounts in PARTIAL status:

Use the status filter "PARTIAL" to quickly identify all the accounts that still have an outstanding balance. This allows you to prioritize collections and manage cash flow.

Review old pending accounts:

Accounts that have been in PARTIAL status for a long time may indicate collection problems or delinquent customers. Use date filters to identify and manage them properly.

Collect in a timely manner:

Do not accumulate accounts receivable without collecting them. Keep a collection schedule to ensure cash flow and avoid liquidity problems.

Document the concepts:

Use the document notes to record relevant information about the account receivable, especially for accounts created manually that do not have a clear source document.

Customize the columns:

Configure the visible columns according to your role and work needs. The system remembers your preferences.

Keep the record limit reasonable:

Do not excessively increase the record display period from the Configuration, since it will affect the system's performance.

Respect the status of the accounts:

Remember that accounts in PARTIAL or CLOSED status cannot be edited. If you need to modify an account, you must do so before registering the first payment.

Delete only accounts in an appropriate status:

The Delete button only works for accounts in OPEN status. Respect this restriction to maintain historical integrity.

Reconcile accounts receivable with customers:

Periodically reconcile the accounts receivable with the customers' account statements to detect discrepancies or unrecorded payments.

Analyze the aging of balances:

Identify accounts receivable with old outstanding balances and evaluate whether it is necessary to take more aggressive collection actions or renegotiate payment terms.

Train staff in the use of filters:

Filters are a powerful tool for portfolio analysis. Make sure that all the personnel who need to generate reports know how to use them correctly.

Integrate accounts receivable with accounting:

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

Keep order in collections:

Keep strict control of the registered payments, making sure that each payment is correctly recorded in the system.

Review accounts receivable before new sales:

Before making new credit sales to a customer, review whether there are pending accounts receivable with that customer to evaluate the credit risk.

Use manual accounts with judgment:

Although the system allows you to create accounts receivable manually, use this functionality only when necessary. Most accounts should be generated automatically from sales invoices to maintain traceability.

Document the payments:

When you register payments, make sure to correctly document the concept and the payment reference to facilitate future reconciliation.

Monitor the cash flow:

Use the accounts receivable information to project future collections and ensure that there will be enough cash to cover the obligations.

Implement credit policies:

Establish clear policies on credit limits, payment terms and collection actions for customers with old outstanding balances.

Kardex Tauro - Professional Inventory Management System

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