Receivables

Receivables is where you manage all incoming payments from customers. It is typically the most-used section of the AR subledger and the starting point for most day-to-day AR work.

📸 Screenshot suggestion: The Receivables section showing the KPI cards at the top (Total Payments, Open Balance, Undeposited, Pending Refunds) and the Payments by Account customer list below.

Receivables is organized into five tabs. Each one shows the same payment data from a different angle.

Payments by Account The default view. Shows each customer with their total payments, open balance, and most recent payment date. Click any customer to see their individual payment history. Click any payment to open the Payment Distribution screen, where you can see exactly which invoices the payment was applied to.

📸 Screenshot suggestion: A customer's payment list after clicking through from Payments by Account, showing individual payment rows with date, method, amount, and balance columns.

Deposits by Date Shows payments organized by deposit date rather than by customer. Use this view when you are reconciling against a bank statement and need to match deposits to specific dates.

All Undeposited Shows all payments that have been recorded in CRO Billing but not yet marked as deposited. Review this regularly to make sure payments are moving through to the bank.

All Open Balance Payments Shows every payment that still has funds not fully applied to invoices. If a customer overpaid or their payment was recorded but not yet applied, it will appear here.

Refunds Shows the refund register for customers. See the Refunds section for full detail on this tab.

When you click into an individual payment, you land on the Payment Distribution screen. This is where most of the detail work happens.

📸 Screenshot suggestion: The Payment Distribution screen showing the payment summary card at the top and the Applied Items table below, with at least one invoice row visible showing Item Amount, Applied, and Balance columns.

The top card shows the payment summary — the total amount received, the method (check, ACH, credit card), the date, and any comments. Below that is the Applied Items table, which lists every invoice or charge the payment has been applied to, how much was applied, and whether any balance remains on that invoice.

If a payment has funds that have not been applied to any invoice, an amber notice appears on the screen showing the unapplied amount. From there you can apply the remaining funds or, if the customer was overcharged, issue a refund.

A customer says their payment was received but their invoice still shows open. Go to Payments by Account, find the customer, and open their payment history. Open the payment in question and check the Applied Items table. If the payment is there but the invoice balance is not zero, the payment may not have been fully applied. Use the Apply to Items option to complete the application.

You received a payment but are not sure which invoice to apply it to. Open the payment from Payments by Account and use the Apply to Items option. You will see all open invoices for that customer and can choose how to distribute the payment.

A customer overpaid and you need to return the difference. Open the payment. If there are unapplied funds, an amber notice will appear showing the amount. From there, select Issue Refund to initiate a refund to the customer.

You need to see everything that has not been deposited yet. Go to the All Undeposited tab for a complete list.