Receivables Settings

Add contact info such as address and phone.

Track receivables invoices and determine if they are current or overdue (and by how many days).

Add and manage logos to include on client statements.

View and edit custom transaction references to use on statements.

Define terms for invoices so you can offer your clients discounts if they make early payments. For example, if you offer a 3/5 net 30 discount, clients receive a 3% discount if they pay within 5 days.

You can designate the number of days until a payment is due and record the discount percentage you offer if the payment is made within a certain number of days.

Define the way client addressee info and salutations display on statements, invoices, and other correspondence.

Designate specific accounts to use in distributions.

Specify basic rules for your receivables.

Use a single receivables summary account and never post applications. Specify only one receivables summary account that all charges, credits, and payments are posted to regardless of whether they are applied or unapplied. As a result, the default summary account (the unapplied payment account) is not required. Because projects and transaction codes are not used on receivable summary transactions, application records are never posted.

Note: We recommend using this business rule if (1) you use a receivables summary account in a fund that does not require projects or transaction codes on balance sheet accounts, (2) if balancing by account segment is not enabled, and (3) you can use Unrestricted Net Assets as the single net asset class value for all receivables transactions.

Allow non-bank transactions to use cash accounts. As you make your selection, note that we recommend to never allow non-bank transactions to use cash accounts.

Process automatic applications using the following settings.

• Automatically apply new payments. Select when to automatically apply new payments. When you define it for each client, you must also select Automatically apply new payments on the client record. For more details, see Add Clients.

• Automatically apply new credits. Select when to automatically apply new credits. When you define it for each client, you must also select Automatically apply new credits on the client record. For more details, see Add Clients.

• When entering new charges and unapplied credits or payments exist. Select what happens when new charges are entered and unapplied credits or payments exist. You can always automatically apply credits and payments to existing charges, never automatically apply them, or ask to automatically apply them each time.

• When applying automatically, apply to. Determine whether payments and credits automatically apply to the most recent or oldest charge.

• Apply to owner's charges. Define how an owner’s payments and credits are applied when responsible for multiple sets of charges.

  Tip: An owner is an individual or organisation client.

  • With others charges based on the above rules — Payments and credits applies based on the When applying automatically, apply to setting.

  • Before applying to others charges — Payments are first applied to the owner's charges followed by other charges they're responsible for paying.

  • Only after applying to others charges — Payments are first applied to other charges the owner is responsible for followed by their own charges.

Hide transactions on statements. Determine whether the Hide this transaction on printed statements checkbox appears on charges and credits. By marking the checkbox on charges and credits, you can hide erroneous transactions. If this business rule is enabled, out-of-balance statements are possible because each user is responsible for consistently hiding the same amount of charges and credits.

Refer to Service provider as. With this business rule, you can change the field label “Service Provider”, which appears as a field on various Receivables records, to a term that better communicates the role service providers play in your organization. For example, if your organisation provides counseling services, you can change the name of the field from “Service Provider” to “Counselor”. By using this field on records, you can efficiently and accurately track who provides your services.

Do not allow a General Ledger account number to be used for more than one Configuration Default Account. Prevent users from mixing transactions in General Ledger accounts, for example, using the same default account for unpaid payables and encumbrances.

When defining client business rules, consider the following:

• Use Allow clients to exceed credit limit to determine whether clients are able to exceed their respective credit limits. This applies to all client charge and invoice activity.

• Use Allow new charges and invoices after account is on hold to prevent charges and invoices for an account on hold or to ask each time the situation arises.

• Select Send statements for all charges to the owner if the owner should receive statements for all charges regardless of payer.

• Select Automatically generate client IDs to always generate new client ID numbers when you add clients. You also designate the starting number and # of characters to use when creating client ID numbers.

• Select Prevent data entry to the client ID field to lock client ID numbers so they cannot be edited. This feature prevents missing or duplicate client IDs.

• Under Duplicate client criteria, select specific client record fields to use as criteria when searching for duplicate clients. You can select from a variety of criteria fields, including client name and address. The duplicate search is useful for preventing users from entering duplicate client records.

• Select Automatically check for duplicate clients to always search for duplicates when you save a new client. You can disallow duplicate clients or warn the user if duplicates are found.

When defining charge business rules, consider the following:

• Under Default due date, you can set a default due date for charges, or choose not to use a default due date. If you do set a default date, you can select a specific date or base the date in terms of day and month order. For example, you can make the due date the last day of the next month, or the 16th day of the current month.

• Mark Exclude “Do not post” as a post status to have the charge post status default to Not yet posted, and the Do not post option unavailable.

• Under Duplicate charge criteria select specific charge record fields to use as criteria when searching for duplicate charges. The criteria fields you can use to search for duplicates include billing item/product, due date, transaction date, and transaction amount. The duplicate search is useful for preventing users from entering duplicate charges.

• Mark Automatically check for duplicate charges to always search for duplicates when you save a new charge. You can disallow duplicate charges or warn the user if duplicates are found.

When defining credit business rules, consider the following:

• Mark Exclude “Do not post” as a post status to have the credit post status default to Not yet posted, and the Do not post option unavailable.

• Under Duplicate credit criteria select specific credit record fields to use as criteria when searching for duplicate credits. The criteria fields you can use to search for duplicates includes billing item/product, transaction date, and transaction amount. The duplicate search is useful for preventing users from entering duplicate credits.

• Mark Automatically check for duplicate credits to always search for duplicates when you save new credit records. You can disallow duplicate credits or warn the user if duplicates are found.

When defining invoice business rules, consider the following:

• Mark Automatically generate invoice IDs starting with [ ] to always generate invoice IDs starting with a specific number. This rule is enabled by default.

• Mark Prevent data entry to the invoice ID field to prevent users from changing generated invoice IDs. To allow data entry in the invoice ID field do not mark this rule and select an option for handling duplicates from the list. You can select to warn when a duplicate invoice ID is entered, or to not allow duplicate invoice IDs.

• In the Add this statement comment as the default on new invoices field, you can enter a comment that appears by default on all printed invoices.

• Under Duplicate invoice criteria, select field names for finding duplicate records in queries and duplicate invoice searches.

• Mark Automatically check for duplicate invoices to always search for duplicates when you save a new invoice. From the list, select how to handle duplicates. You can select to warn users or not allow duplicate invoices.

When defining invoice line item business rules, consider the following:

• Mark Exclude “Do not post” as a post status to have the Invoice line item post status default to Not yet posted, and the Do not post option unavailable.

When defining return business rules, consider the following:

• In the Starting return ID field, designate the first number to use when creating return ID numbers.

• Mark the Prevent data entry to the return ID field to prevent users from changing generated return IDs. To allow data entry in the return ID field, clear the checkbox and select an option for handling duplicates. You can warn when a duplicate return ID is entered or not allow duplicate return IDs.

• In the Add this statement comment as the default on new returns field, you can enter a comment that appears by default on all printed returns.

When defining return line item business rules, consider the following:

• Mark Exclude “Do not post” as a post status to have the return line item post status default to Not yet posted, and Do not post unavailable.

When defining deposit business rules, consider the following:

• Mark Warn when projected and actual amounts don’t match to have the system notify you when actual receipt totals are different from projected totals.

• Mark Exclude “Do not post” as a post status to have the deposit post status default to Not yet posted, and the Do not post option unavailable.

When defining payment business rules, consider the following:

• In the Default statement description field, you can enter a default description that appears on statements.

• Mark Warn if new payments are not fully applied to receive a warning when payments are not fully applied.

• Under Duplicate payment criteria, select specific payment record fields to use as criteria when searching for duplicate payments. The criteria fields you can use to search for duplicates includes payment date and amount. The duplicate search is useful for preventing users from entering duplicate payments.

• Mark Automatically check for duplicate payments to always search for duplicates when you save new payment records. You can disallow duplicate payments or warn the user if duplicates are found.

When defining refund business rules, consider the following:

• Mark Exclude “Do not post” as a post status to have the refund post status default to Not yet posted and the Do not post option unavailable.

• Under Duplicate refund criteria, select specific refund record fields to use as criteria when searching for duplicate refunds. The criteria fields you can use to search for duplicates include billing item, transaction date, and amount. The duplicate search is useful for preventing users from entering duplicate refunds.

• Mark Automatically check for duplicate refunds to always search for duplicates when you save a new refund. You can disallow duplicate refunds or warn the user if it finds duplicate refunds.