The Accounts Receivable screen of Transactions allows you to create and track invoices you need to issue. From here, you can quickly create a customizable invoice, record payments received on the invoice, and monitor the remaining balance. You can get to this screen by selecting Fund Accounting -> Transactions -> Accounts Receivable
 

At the top of the page, you’ll see any outstanding invoices you’re expecting as well as an aged breakdown of the total amount that is due.

Adding a New Invoice

Select the green Create Invoice button at the top right to add a new invoice.

From here, you can create an entirely new invoice or use one of your saved templates. Once you’ve customized the invoice as needed, click the green Save Invoice button to save and post it.

If you’ve created an invoice that you’d like to save as a template, check the box next to “Save this invoice as a template” and give it a name. This will allow you to use this template to create future invoices more efficiently.

Adding Recurring Invoices

If you have the Recurring Transaction feature enabled, you can create recurring invoices to occur on a consistent basis. You will be able to set the contact, the memo, and the amount. Then you can schedule the invoice to automatically be created on a scheduled basis. To learn more about setting up a recurring receivable, check out our resource on Recurring Transactions.

Invoice Logo

When creating invoices, you can place your organization’s logo as a header to create a professional-looking invoice. To start, click the Upload button next to "Invoice Logo" toward the top right of the page. If a logo is already set, you can click “Show” to reveal the current logo. 

Once clicked, a popup box will appear. Click “Choose File.” You will want to read the description of the image files that are best suited to be uploaded. Locate and select the file on your computer that you wish to use as your logo and click “Upload.”

Once completed, your new logo will appear at the top of your invoices.

Duplicating an Invoice

To duplicate an active or closed invoice, locate the invoice you wish to duplicate. Select the three dots under "Action" on the far right. You will see the options to Edit Invoice, Duplicate Invoice, View Details, Add Attachments, and Delete Invoice. Select "Duplicate Invoice." From here, the selected invoice will be duplicated and you can make any adjustments to the copied invoice. This will not impact the original invoice as it will remain in its original state.

Note: You may need to scroll to the right to see the actions column

Deleting an Invoice

If you’ve created an invoice in error, or if you decided to track your income differently, you can delete it. Hover over the three dots under "Action" on the right for the invoice you wish to delete and select "Delete Invoice." A popup will appear asking you to confirm your choice. If you wish to continue, select "OK." If not, select "Cancel."

Note: If you have recorded any payments on this invoice, you will need to delete those first.

Printing or Emailing an Invoice

You can easily print or email an invoice from this screen. Check the box to the right of the invoice and then choose the desired option below.

Email Invoices for Payment Online

In Aplos, your invoices in Accounts Receivable can be emailed and paid online. This means you no longer have to print an invoice, wait for a check to be mailed, or manually enter a receipt to complete an invoice. This also makes it simple for the payee to immediately receive the invoice and conveniently and securely pay that invoice online using a credit or debit card.

Learn more about receiving invoices online.

How to Receive Payment for Invoices

Once invoices have been received, you can view them on the Invoices screen. From there, you'll see outstanding invoices with any amounts that have been paid and the remaining balances. You'll review and receive invoices via electronic payment, by check, or by offline payments.

Learn more about showing an invoice as paid.

Reports

Aged Receivables Report

You can utilize the Aged Receivables Report to view a list of your active receivables. Then you can sort and filter your receivables to see a running balance by contact and the timeframe the balance is due. Once sorted and filtered, you can print, download, or save the reports to your Saved Reports section.

Contact Statement Report

The Contact Statements Report allows you to send a statement that displays the remaining balance of a contact’s invoice. To get started, locate the report in the Reports section. You can select the timeframe you wish to view the report as well as filter contacts or lists. Once complete, click “Extra Actions” and select “Print Statements.” From there, you can choose to display your logo or upload a new logo. You can also type a message that will appear on the statement. Once you are ready, click “Print.” This will begin downloading statements for all contacts on your report under a single file.

How to Record Bad Debt on a Receivable

Bad debt is an amount owed to your organization that is not going to be paid by the customer for one reason or another. To learn more about accomplishing this, check out our other resource here