How to Manage Accounts Receivable

How to Enable a Credit Line

To enable a credit line (with or without a limit), make sure this right has been granted to you by your System Administrator:

In the Contact module, search for the contact or company for which you want to activate a credit line.
Double-click the name to open their information record. Select the Credit Line tab at the bottom right.
Check the box Credit Line Active.
Under Credit Line Type, choose from the dropdown: With limit or Unlimited.
If you choose With Limit, you can specify the amount in Credit Limit.
Click OK.

How to Charge an Invoice to a Customer Account

Here’s how it works:

Make sure your customer or company has an active credit line on their account.
Also make sure the payment method Charge to Account is enabled (Configuration → Contact/Company → Allow charging an invoice to account).
Create an invoice following the basic billing steps and include the name of the customer or company.
When choosing the payment method, select Charge to Account.
Complete the transaction.

How to Refund an Invoice Paid with a Credit Line

Process the refund from the original invoice.
When prompted for payment method, choose Credit to Account.
Complete the transaction.
You’ll be asked whether to apply the refund immediately or pay it later — choose Yes or No.

How to Make Payments on Account

Go to the Contact module.
Find and select your customer.
In the top menu, choose View Accounts Receivable.
The Credit Line Payment window will open.
Select an invoice to pay by checking the box on the left.
Enter the amount to be paid.
Choose your customer’s payment method.
Press Pay.
Confirm with OK.
Choose whether you want to print and/or email the invoice to your customer.

Tip: You can also access Accounts Receivable options from the Billing module—just add your customer to the current invoice and click View Accounts Receivable in the left panel.

How to Pay for a Credit-credited Invoice

Go to the Contact module and select your customer.
Choose View Accounts Receivable.
The Credit Line Payment window opens.
Select a credited invoice to pay by checking it.
Enter the amount you see displayed next to Credited Balance.
From the payment method list, choose Credit with Account.
Invoices that were credited will show up.
Check each you want to clear with the payment.
Press OK.
Confirm with OK.
Choose whether to print or email to your customer.

How to View Invoices Charged to Account

To find an invoice that was charged to a customer’s account, go to the Contact module under the customer or company profile and click the Accounts Receivable tab at the bottom of the page.

How to Generate a Statement of Account

Go to the Contact module.
Search for the contact or company you want a statement for.
Click the View Reports icon.
Select Account Statement.
You can also send a statement by email from the Accounts Receivable window using Send Account Statement by Email.