Accounts Receivable in TouteGestion: Invoice, Collect, Allocate and Review
Accounts Receivable in TouteGestion tracks Accounting-native customer obligations from invoice creation through collection and correction. The current workflow uses draft invoices, explicit issue actions, customer payments with invoice applications, credit notes and an aging report rather than allowing Finance to type an outstanding balance directly.
What Accounts Receivable represents
A receivable is an amount a customer still owes. TouteGestion derives that position from the invoice, payments applied to it and issued credits. This matters because the balance remains explainable: Finance can investigate the records that produced it instead of treating the balance itself as an editable figure.
1. Create the customer invoice as a draft
Invoice creation requires accounting.ar.manage. Select the customer, enter a unique invoice number, invoice date and due date, then add at least one line. Every line requires a description, positive quantity, non-negative unit price and an income account. The current Accounting-native AR document is a functional-currency open item; foreign-currency AR settlement is not presented as live functionality.
2. Configure each invoice line before issue
Each line can carry an income account and optional tax rate. TouteGestion supports no discount, percentage discount or fixed discount at line level, with an optional discount reason. Percentage discounts cannot exceed 100%, fixed discounts cannot exceed the line gross amount, and the invoice displays gross subtotal, discounts, net subtotal, tax and total separately.
3. Issue the draft invoice
Creating the record does not immediately issue it. The invoice begins as a draft and the detail page exposes an explicit Issue invoice action. TouteGestion calls the governed issue_invoice operation when Finance issues it. Once issued, the invoice becomes available for collection rather than remaining a draft obligation.
4. Record customer money against a bank account
For an issued or partially paid invoice with a balance due, Finance can record a customer payment. The payment captures customer, payment date, amount, deposit account, method and reference. Selectable deposit accounts are active accounts classified as bank accounts, tying the receipt to where the organisation says the money was deposited.
5. Apply the payment to the intended invoice
Payment recording sends explicit invoice applications to record_customer_payment. This explains which customer obligation the money settled. A partial application leaves a remaining balance; collection should not be represented by manually editing the original invoice amount.
6. Use a credit note when an issued amount must be reduced
Credit notes are separate AR documents controlled by accounting.ar.manage. Finance selects the customer, can link the credit note to an invoice, enters a unique credit-note number, date and reason, then supplies lines with descriptions, amounts and income accounts. The credit note is created first and has a separate Issue action through issue_credit_note, preserving the correction as its own record.
7. Void an invoice only with a reason
The invoice page provides a Void invoice action for an invoice that is not already void. A reason is mandatory and the governed void_invoice operation performs the change. This is different from quietly deleting or rewriting an invoice after it has entered the receivables workflow.
8. Use Receivables Aging for collection exposure
The Accounts receivable aging report requires accounting.reports.read and calls report_ar_aging for the organisation. It groups outstanding balances by customer into Current, 1–30, 31–60, 61–90 and 90+ day buckets and shows total outstanding. If there are no outstanding invoices, the report explicitly shows that state.
Worked example
Suppose an organisation issues a 10,000 invoice. The customer later pays 6,000 into the selected bank account and Finance applies that payment to the invoice. The invoice retains its original commercial value while its balance due falls to 4,000. If a valid 500 reduction is subsequently required, Finance creates and issues a linked credit note instead of rewriting the invoice. The remaining exposure is explained by the invoice, payment application and credit.
Connected products must not be duplicated in Accounting AR
Accounting-native AR is not the owner of every billing workflow in TouteGestion. School, for example, owns student fee structures, school invoices, balances, collections and receipts. When a connected product sends governed financial events into Accounting, Finance should rely on that integration and its mappings rather than manually creating a second customer invoice for the same economic event.
What Finance should investigate when a balance looks wrong
Start with the invoice status and pricing summary, then inspect payment applications, issued credit notes and any void/correction history before looking at reports and ledger results. The aging report is an output of receivable records. Correct the source transaction or allocation that is wrong rather than forcing the report to a desired number.
Practical configuration checklist
- accounting.ar.manage granted only to appropriate AR users
- correct customer and unique invoice number selected
- invoice and due dates verified
- line description, quantity, price and income account verified
- tax rate and any line discount reviewed before issue
- draft explicitly issued before collection
- customer payment recorded to the correct active bank account
- payment application points to the intended invoice
- post-issue reduction recorded through a credit note
- void action supported by a mandatory reason
- overdue balances reviewed in Current, 1–30, 31–60, 61–90 and 90+ aging buckets
- connected-product billing not duplicated manually in Accounting
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