Invoicing
What customers owe you for deliveries, what you owe suppliers, and the payments that settle both, on one screen.
Invoicing is where the money side of the propane business lives: the invoice behind every delivery ticket, the bills your supplier sends for transport loads and parts, and the payments that settle both. The Invoicing home tells the office manager at a glance how much is owed, how much of it is late, and what came in recently.
What you see on the Invoicing home
The home page answers four questions in four cards:
- AR Outstanding: the total your customers owe you (accounts receivable), and how many customers carry a balance.
- AR Overdue: how much of that is past its due date, as a share of everything owed.
- AP Outstanding: the total you owe suppliers (accounts payable), and how many suppliers you owe.
- AP Overdue: how much of what you owe is past due.
Below the cards, Receivables aging and Payables aging split each balance into buckets by days past due: Current, 1 to 30, 31 to 60, 61 to 90, and over 90 days. Unapplied is money you have received (or paid) that is not yet matched to an invoice, such as a customer who paid more than the bill. Recent payments lists the last six payments recorded.
When accounting is turned on (Settings, Accounting), a GL tie-out panel also compares the invoices' total (the subledger) with the balance of the receivables and payables accounts in the general ledger. "Balanced" means the two agree; otherwise it shows the difference.
How to find your way around Invoicing when you open the sidebar
The sidebar groups the pages the way the office thinks about money:
| Group | Page | What it is for |
|---|---|---|
| Accounts Payable | Payables | Who you owe, by supplier and by age |
| Accounts Payable | Purchase Invoices | Every supplier bill (guide) |
| Accounts Receivable | Receivables | Who owes you, by customer and by age |
| Accounts Receivable | Sales Invoices | Every invoice you sent, one per delivery ticket (guide) |
| Payments | Payments | Money received from customers and paid to suppliers (guide) |
| Payments | Credits & Debits | Credit and debit memos that settle without cash (guide) |
Every list page can be saved as a named view from the sidebar, so a bookkeeper can keep, for example, "Overdue residential invoices" one click away.
How to see who owes you money when you start the day
- Open Receivables.
- Choose By Due Date to age each invoice from the day it falls due, or By Document Date to age it from the day it was issued.
- Change As of to look at the balances on an earlier day, such as the last day of the month.
- Expand a customer to see the open invoices behind their balance.
A residential account on Net 15 terms falls into 1 to 30 days on the sixteenth day after the delivery; a commercial account on Net 30 terms falls in on the thirty-first.
How to record a customer's payment when you are working from the aging list
- On Receivables, select the open invoices the payment covers. They must belong to one customer and be in one currency; the page says so if they are not.
- Choose Receive Payment · N invoices. A new payment opens with the customer and the selected invoices already filled in.
- Check the amount, the date and the bank or cash account, then post the payment. The payments guide covers the details.
For a single customer, the account page under Accounts has its own Receive payment action, which records the method (card, ACH, check or cash) and posts the payment in one step.
How to pay suppliers when their bills come due
- Open Payables and pick By Due Date.
- Select one supplier's open bills in one currency.
- Choose Make Payment · N invoices, check the amount and the bank account, and post it.
How to fix a tie-out difference when the invoices and the ledger disagree
When the GL tie-out shows a variance on Receivables or Payables:
- Open Receivables or Payables.
- Choose Create adjusting entry. AimRack recomputes the difference and writes a balanced draft journal entry: the receivables (or payables) account against the company's rounding account.
- The journal entry editor opens. Review the lines, then post it (see journal entries).
This action only works with accounting turned on, and only when there is a difference to adjust.
Where this fits
A propane sale flows through three places. A delivery is recorded on the deliveries board, which writes a draft sales invoice with the gallons delivered. The invoice is checked and posted on Sales Invoices. The customer's payment is recorded on Payments or from the customer's page in Accounts. On the buying side, a supplier bill for a transport load arrives as a purchase invoice against the purchase order. With accounting on, every posting also lands in the general ledger described in Accounting.