Billing, Receivables and Statements

Billing SOP

1. Confirm orders are operationally and commercially ready in Orders -> Price Breakdown.
2. Generate invoices/credit notes in Invoices using the intended issue date and customer grouping.
3. Review Generated Documents, public/customer links where applicable, document template, SST, and order list.
4. Send billing email or download PDF. Billing email attaches the generated invoices and credit notes for the selected period.
5. Use document archive export for monthly/date-range bulk invoice and credit-note downloads.

An invoice can include multiple orders and multiple lines. Generated document totals include SST. Do not expect a receivable before a billable invoice or credit note exists.

Receive payment

Open Receivables -> Receivable List, select customer/invoice/credit note allocations, and choose a payment mode.

• Receive Payment records an actual bank/cash payment with account, method, amount, and proof where required.
• Difference records an audited adjustment for a small balance difference. It requires a positive amount and reason, does not use bank account/proof, and is shown as Difference Adjustment.

Receivable amounts, remaining balance, received list, ledger, and reconciliation use invoice totals including SST. Partial payments remain in Receivable List with their remaining amount; they do not disappear until settled/closed.

Receipts and statements

A receipt can contain allocations against multiple invoices and credit notes. The same receivable/receipt number may appear across individual allocation lines so that the detailed ledger remains auditable. Customer Statements & Aging show unpaid/partially paid balances.

Common errors

Issue	What to check
Amount excludes tax	Confirm the source invoice net/total has SST and use document total, not subtotal.
Credit note is missing	Check it is generated, belongs to the selected customer, and remains available for allocation.
Receipt does not match all invoice lines	Review individual allocations; a receipt is detailed by billed document/order allocation.
Wrong bank match	Unmatch first, then match the correct transaction. A date mismatch should be reviewed and confirmed before matching.