Financials (Receivable & Payable)

Note — desktop, with a read-only web view. This chapter describes the TechieCRM desktop application, where invoices, bills and payments are created and changed. The web portal shows the same three ledgers read-only — the register, each document's own page with its line items and the payments applied to it, and a Payments list — and none of the dialogs, toolbars, right-click actions or automations described below exist there. See In the web portal at the end of this chapter.

Invoices you send (AR) and bills you owe (AP) in one register, with payments and aging. Built on the same ledger the Entrepreneur Dashboard reads (Chapter 1). (The source CRM has no AP/AR.)

In this chapter - The register - Invoices, bills, line items - Recording payments; status and aging - How money is written - Where invoices come from - Bills you owe (partner AP) - In the web portal

The register

Icon bar ▸ Financials. Filter All / Receivable / Payable and by status; rows are tinted by derived status: OPEN, OVERDUE (past due, unpaid), PAID; the aging column shows days. Double-click opens the document; New Invoice / New Bill create documents by hand. The toolbar's Column Setup button (left of Refresh) lets you choose, create and share the columns shown — see Chapter 20, Column setups on the TechieCRM windows.

The document dialog

Party (customer or vendor), number (INV-##### / BILL-#####), issue/due dates, currency, line items (description, qty, unit price, tax), payments with allocations, and Total / Paid / Balance. Record Payment… adds a payment and re-derives status.

How money is written

Amounts follow the ordinary accounting convention throughout TechieCRM — desktop, calendar and (when synced) the phone:

In the register's own Total / Balance / Paid columns the amount is right-aligned and written without the $ symbol — 1,234.50 CAD, -50.00 CAD — because the currency code already names the money and a column of symbols is harder to scan. The minus sign still leads. Everywhere a single amount is quoted in a sentence, a dialog or a list line, the $ is shown as in the table above.

A negative Balance is normal and meaningful: it is a credit — the customer has paid more than the document asks for (an overpayment, or a credit line on the document). A negative balance is not an error and is not "overdue"; the document reads PAID and the credit is what is left to apply or refund. The same convention is used for negative line totals, negative inventory margins and negative payroll gross.

Where invoices come from

• Sales — invoice a won sale from the sale dialog.
• Projects — the project dialog's Actions ▸ Create Invoice from this Project raises an invoice to the project's client for one line: the project name, quantity 1, priced at the project's Revenue (or its Billing Rate if Revenue is 0). It refuses if both are 0, or if the project is unsaved or has no client — see Chapter 5, Hand-offs, for the exact messages. To bill a project in stages, edit the amount on the project (or on the invoice's line items) before each run; there is no automatic per-milestone or per-phase split.
• Inventory — Sell / Transfer generates the customer invoice.
• Agreements — the agreement's customer invoice cadence generates invoices automatically (Chapter 10). Each carries a source reference so Interactions shows the invoice under the client.

Bills

Partner/vendor bills (AP) live in the same register; work-order assignments roll up per partner as the expected partner cost.

In the web portal

The web portal is a read-only window on the same ledgers. Nothing here creates, edits or deletes anything; everything it shows arrived through the cloud sync from the desktop.

The register — sidebar ▸ Financials. The same seven columns as the desktop (Type, Party, Number, Due Date, Total, Balance, Status), the same All / Receivable / Payable filter and the same status filter. Total and Balance are the figures stored on the document, so the web can never quote different money from the desktop for the same invoice.

Documents / Payments — a second drop-down beside the filters switches the list between the register and your Payments: every payment you have taken or made, newest first, showing Direction (Received or Paid out), Party, Reference, Date, Amount, Method, and the invoices or bills each one was applied to. The Receivable / Payable filter still works and means money in versus money out. The status filter is not offered on this list — a payment has no due date and no open/overdue/paid state, so no choice of it could change what you see.

One document's page — double-click a row in the register. It opens the document read-only: - the party, number, issue and due dates, and the derived status; - Line items — description, quantity, unit price, tax and line total for every line. A line that came from stock also names the inventory item beneath its description; if that item has since been deleted, the line still shows its own description and price and says the item is gone, because what was billed does not change when a catalogue entry does; - a document that was imported as a header only shows its description and total as one implied line and says so, rather than showing an empty table; - Total / Paid / Balance, taken from the document itself; - Payments applied to this document — date, the amount applied to this document, method and reference. A single payment split across several documents shows only its share here.

Empty is not the same as broken. Where the portal cannot read a ledger it says so in those words — "unknown rather than empty" — instead of showing you a blank list or a zero. A blank list on the web means there is genuinely nothing there.

To raise an invoice or a bill, record a payment, or change a line, use the desktop application.