PrerequisitesBefore tracking payments and overdue invoices, make sure:
- Sales Invoices are properly created and submitted.
- Payments are recorded (either automatically via integrations or manually).
- You have access to the Accounts Receivable and Sales Invoice modules.
1.0 Track Invoice Payments
When a payment is received, it should be recorded against the correct Sales Invoice. 1. Record a Payment- Go to Selling > Sales Invoice.
- Open the invoice.
- Click “Payment > Receive”.
- Enter payment details:
- Amount received
- Payment mode (e.g., Bank Transfer, POS)
- Posting date
- Reference number (if available)
- Submit the payment entry.
🎉 The invoice status will update to Paid or Partially Paid, depending on the amount received.
- Open any Sales Invoice.
- Scroll to the “Payments” section.
- You’ll see all payment entries linked to this invoice—along with dates and amounts.
2.0 Monitor Outstanding Invoices
Stay ahead of unpaid invoices using these tools: 1. Sales Invoice List View- Navigate to Selling > Sales Invoice.
- Use filters like:
- Status = Unpaid / Overdue
- Customer Name
- Date Range
- Columns like Outstanding Amount and Due Date help you spot red flags quickly.
- Go to Accounts > Accounts Receivable.
- See:
- Total outstanding by customer
- Aging breakdown (e.g., 0–30, 31–60 days overdue)
- Linked invoices
- Export to Excel or PDF for finance reviews or follow-ups.
3.0 Identify and Follow Up on Overdue Accounts
1. Use Aging Buckets- In the Accounts Receivable report, look for invoices in the 30+ or 60+ day buckets.
- Prioritize follow-up based on oldest outstanding first.
- Open a Sales Invoice.
- Click “Email” to send a polite reminder.
- Use a template with subject lines like:
- “Payment Reminder: Invoice INV-0001 Due”
- “Your CGIC Invoice Is Overdue – Please Take Action”
4.0 Apply Payments Against Multiple Invoices
If a customer sends a lump sum for several invoices:- Go to
Accounts > Payment Entry > New. - Select Payment Type: Receive.
- Choose the Customer.