Accounts Receivable
The Accounts Receivable sub-module manages all customer invoices and incoming payments. It provides a unified view of what your customers owe, tracks payments against submitted invoices, and integrates with all six billing methods available in JobNext to ensure that every invoice generated through the billing module flows seamlessly into receivables tracking.
Access Accounts Receivable from Finance > Receivables. The screen provides a list view of outstanding invoices with filters for customer, job, status, and date range.
Invoice & Payment Lifecycle
Invoice Management
Invoices in Accounts Receivable are created through the Customer Billing module. When an invoice is generated and approved through any of the supported billing methods, it automatically appears in the Receivables ledger as an outstanding amount owed by the customer.
Supported Billing Methods
Accounts Receivable integrates with all six billing methods available in JobNext:
| Billing Method | Description | Typical Use Case |
|---|---|---|
| RA Bills | Running Account bills based on measured work progress | Construction contracts with progressive billing based on completed quantities |
| One-Time Invoices | Single invoices for specific deliverables or milestones | Lump-sum payments, mobilization advances, retention releases |
| Supply BOQ Billing | Billing based on material supply quantities from BOQ | Material supply contracts where billing is by quantity delivered |
| Stage-wise Billing | Billing tied to predefined project stages or milestones | Projects with milestone-based payment schedules |
| Monthly Billing | Recurring monthly invoices for ongoing services | Maintenance contracts, facility management, retainer-based services |
| Combined Bills | Consolidated billing combining multiple billing methods | Complex contracts requiring combined progress and supply billing |
Payment Tracking
Once invoices are submitted to customers, the Receivables module tracks all incoming payments and matches them against the outstanding invoices.
Recording Customer Payments
- Navigate to Finance > Receivables
- Locate the invoice(s) against which the payment is being received
- Click Record Payment
- Enter the payment details: amount, date, payment mode (cash, cheque, bank transfer), and reference number
- The system creates a corresponding Bank Receipt or Cash Receipt voucher
- The invoice status is updated to reflect the payment (Partially Paid or Fully Paid)
Invoice Status Tracking
| Status | Description |
|---|---|
| Draft | Invoice created but not yet submitted to the customer |
| Submitted | Invoice sent to the customer; awaiting payment |
| Partially Paid | Customer has made a partial payment; remaining balance outstanding |
| Fully Paid | Customer has paid the complete invoice amount |
| Overdue | Payment due date has passed without full payment received |
Use the Receivables aging report to see outstanding invoices grouped by age (0-30 days, 31-60 days, 61-90 days, and over 90 days). This helps the finance team prioritize follow-ups on overdue payments and manage cash flow effectively.
Key Features
Customer Ledger View
View a consolidated statement for any customer showing all invoices, payments received, credit notes, and the current outstanding balance. This provides a complete financial picture of each customer relationship.
Payment Matching
When a customer makes a payment, you can match it against one or more outstanding invoices. The system supports partial payments against a single invoice as well as a single payment covering multiple invoices.
Credit Notes
If an invoice needs to be partially or fully reversed (due to disputes, corrections, or agreed discounts), credit notes can be issued that reduce the customer's outstanding balance. Credit notes follow the same approval workflow as regular invoices.
Payment receipts recorded in Accounts Receivable generate Bank Receipt or Cash Receipt vouchers that still require approval through the standard voucher approval workflow before they affect the books of accounts.
Best Practices
- Record payments promptly — Enter customer payments as soon as they are received to maintain accurate outstanding balances
- Match payments to invoices — Always match incoming payments to specific invoices rather than recording unallocated receipts
- Monitor overdue invoices — Review the aging report regularly and follow up on overdue amounts before they become uncollectible
- Reconcile with bank statements — Cross-verify receivable entries with bank statement records through the Cash & Bank reconciliation process
- Use credit notes for adjustments — Instead of deleting or modifying approved invoices, issue credit notes to maintain a complete audit trail