Customer Accounting and Collections

Customer Accounts manages accounts receivable—money customers still owe. It does not create sales invoices; it reviews issued invoice balances, allocates received payments, records collection work, and controls write-offs.

Customer Account List

Open Receivables, Payables & Treasury → Customer Accounts. Search or use Overdue Invoices Only. The list shows record, invoice, customer, issued date, total, open balance, paid amount, and status. Open a row to see invoice details, payment progress, allocations, collection cases, customer tax number, currency, branch, and recent activity.

Summary cards show aging buckets, operational receivable balance, GL balance, reconciliation difference, and unapplied receipts. Aging groups open balances by how long they have been due; older buckets normally require more attention.

Allocate a Customer Receipt

Use this when a received payment exists but has not yet been connected to an invoice.

1. Open the customer invoice balance.
2. Select Allocate Receipt.
3. Choose Customer Receipt and enter the Amount.
4. Confirm the amount does not exceed the receipt's unapplied amount or the invoice's open balance.
5. Save.

The allocation reduces the invoice open balance and the receipt's unapplied amount. Full allocation changes the invoice presentation to settled/paid; partial allocation leaves a remaining balance. Allocation organizes existing financial evidence; it must not create a second cash receipt.

Use Reverse Allocation with a Reason when the correct receipt was applied to the wrong invoice. The reversal restores both open and unapplied balances and retains the original allocation in history.

Collection Cases

A collection case records follow-up without changing the ledger.

Field	Purpose
Status	Open, Payment Promised, Disputed, Escalated, Pending Write-off, Resolved, or Written Off.
Assigned To	User responsible for the next action.
Next Action Date	Follow-up date.
Promised Payment Date / Amount	Customer's stated commitment when applicable.
Notes / Evidence	Contact result and supporting reference.

Choose Add Collection Case or Edit Collection Case. Status changes help teams identify work; they do not themselves change balances.

Write Off an Uncollectible Balance

Use a write-off only after the collection policy concludes that an amount will not be collected.

1. Move or review the case as Pending Write-off.
2. Choose Request Write-off and enter a clear reason/evidence.
3. An authorized checker selects Approve Write-off or Reject Write-off.

Approval creates the controlled accounting effect: receivable decreases and the mapped bad-debt expense is recognized. The case becomes Written Off. Rejection leaves the receivable unchanged and returns the case for continued collection or corrected evidence.

A write-off is not a refund

A write-off records an uncollectible debt. If the original sale is wrong or money must be returned, use the invoice/refund workflow that produced the receivable.

Customer Workflow Example

An issued JOD 120 invoice appears with JOD 120 open. A JOD 70 receipt is allocated: paid becomes 70 and open balance becomes 50. The customer promises the remaining amount next week, so the accountant records a Payment Promised case. When a JOD 50 receipt arrives and is allocated, the invoice becomes settled. The receivable control should agree with the operational balance and relevant reports.

Where to Review Results

• Customer Account detail for allocations and collection history.
• Dashboard Accounts Receivable KPI.
• Trial Balance, General Ledger, or receivable control account statement.
• Operational Finance Reconciliation for subledger-to-GL agreement.

See Reports & External Exports and Statuses, Corrections & Troubleshooting.