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Finance

Finance covers billing documents, receivables, payables, bank reconciliation, receipts, credit notes, document exports, and payment follow-up.

1. Billing Documents​

Fleetrix supports quotation, invoice, credit note, and receipt documents.

DocumentPurposeTrigger
QuotationCustomer price confirmation before billing.Generated from order price breakdown.
InvoiceCharge customer for completed or billable orders.Generated from Invoices -> Generate Billing.
Credit NoteReduce customer receivable or record credit/refund.Generated from credit/refund billing flow.
ReceiptRecord customer payment received or adjustment.Created from Receivables -> Receive Payment.

2. Invoice Generation​

  1. Open Invoices -> Generate Billing.
  2. Select eligible orders.
  3. Choose issue date.
  4. Confirm generation.
  5. Orders under the same customer can be grouped into one invoice with multiple line items.

Due date is calculated from customer payment terms based on selected issue date.

3. Generated Documents​

Open Invoices -> Generated Documents to view generated invoices and credit notes.

Common actions:

  • view invoice or credit note;
  • download PDF;
  • send billing email;
  • download document archive by month or date range;
  • open linked receivable when payment exists.

4. Receivables​

Receivables show amounts owed by customers.

Receive payment​

  1. Open Receivables.
  2. Select customer and load receivable items.
  3. Select invoice or credit note line items.
  4. Choose Receive Payment for actual bank/payment receipt.
  5. Enter received account, received date, amount, and upload proof if required.
  6. Submit receipt.

Difference adjustment​

Use Difference only for settlement adjustment, not actual cash movement.

  • No bank account is required.
  • Notes are required for audit.
  • Ledger posting should clear AR through write-off or difference account.

5. Received List​

Received List should show each received line item under the same receivable number where applicable.

Recommended review columns:

  • Receivable No;
  • Invoice/Credit Note No;
  • Order No;
  • Received Date;
  • Received Amount;
  • Balance Amount;
  • Receipt No.

6. Credit Notes and Refunds​

Use credit notes when invoice amount must be reduced after billing.

ScenarioRecommended Handling
Invoice generated but unpaidIssue credit note and apply against receivable.
Customer already paidIssue credit note, then record refund/payment adjustment according to finance policy.
Small balance differenceUse Difference adjustment with required notes.

7. Bank Reconciliation​

Bank Reconciliation matches book transactions against imported bank statement lines.

Bank Statement Lines​

  • Import CSV/XLS/XLSX using the provided template.
  • Debit should be positive.
  • Credit should reduce net amount.
  • Imported lines can be matched or unmatched.

Receivable Reconciliation List​

Use this tab to match received customer payments to bank statement lines. Search by:

  • Receivable No;
  • Invoice No;
  • Customer;
  • Received date range;
  • Amount range;
  • Bank account;
  • Status.

Payable Reconciliation List​

Use this tab to match supplier payments to bank statement lines. Search by:

  • Payment No;
  • Supplier;
  • Payment date range;
  • Allocated bills;
  • Amount range;
  • Bank account;
  • Status.

If statement date differs from payment date, review the warning before matching.

8. Payables​

Payables manage supplier bills and supplier payments.

Recommended process:

  1. Create supplier bill.
  2. Allocate payment or difference adjustment.
  3. Review payment history.
  4. Reconcile payment with bank statement.

Payment No should open payment detail, including allocated bills, attachments, reconciliation matches, and remaining credit.

9. Document Archive Export​

Use Invoices -> Generated Documents -> Download Documents for monthly or date-range document archive.

Supported output:

  • Combined PDF;
  • ZIP of individual PDFs.

The archive includes invoices and credit notes for the selected issue date period.

10. Finance Controls​

Sensitive finance controls should be permission-protected:

  • cost visibility;
  • bank reconciliation;
  • payable payment;
  • receivable adjustment;
  • document archive export;
  • sync/recalculate cost tools.