Receivables questions

The questions clients actually ask about receivables. Each answer is short and ends with the page that goes further. Every message a receivables screen refuses with is in the table at the end.

Can one customer buy from several of our companies?

Yes. The customer is created once and released into each company with Release Customer In Legal Entity. Addresses, contacts and bank details are shared; terms, credit, tax and pricing are per company.

Can a customer have different payment terms in different companies?

Yes. Payment Term and Payment Method are on the company record of the customer. See Customer In Legal Entity.

How is the due date worked out?

Baseline Date (which follows the Invoice Date) plus the days of the payment term's first line. Instalments get their own due dates in the invoice's payment schedule. See Payment Term.

Can we invoice in a foreign currency?

Yes. Pick the currency on the invoice; the exchange rate is fetched for the exchange date and can be changed before Create. Both currency and company-currency totals are kept, and the difference when the invoice is collected at another rate posts as exchange gain or loss. See Customer Invoice.

Can we back-date an invoice?

Yes, unless the transaction journal is set to refuse back-dating, in which case Posting Date is locked on edit. The posting date must be in an open financial period. Invoices sent to the tax authority's digital invoicing may have their posting date moved to today.

Can I change an invoice after posting?

No. "Posted Transactions cannot be changed." Reverse it and raise a new one, or correct it with a Customer Invoice Memo. To keep invoices open for checking, save them as Park.

Are customer invoices checked against the credit limit?

No. Credit is checked on released sales orders and sales order journals only; the check on customer invoices is switched off in the screen. See Credit Rule.

Does putting a customer on hold stop its documents?

No. The On Hold list on the customer is stored, but no screen reads it. To stop a customer, tick Block, or use a credit rule with Stop.

How do we record withholding tax the customer deducted?

On the Withholdings tab of the Collection. The customer's default withholding tax comes in by itself and is worked out from what you clear; tick Withholding Manual to type the amount from the certificate.

A customer paid less than the invoice. How do we close it?

Clear the invoice in full and put the shortfall on the Adjustments tab with an Adjustment Type, or clear only what was paid and leave the balance open.

How do we apply an advance to an invoice?

With Customer Settlement, or by selecting the advance together with the invoice on the next collection. See How do I take an advance from a customer and use it later?

How do we put opening balances in at go-live?

There is no dedicated opening-balance screen in receivables. A way that works with the screens as delivered: raise each open invoice as a free-text Customer Invoice on a journal kept for opening entries, with the line on your opening balance (take-on) account, so each invoice can be collected and aged. Use Legacy Customer on the customer to keep the old number.

Can several companies share one credit limit?

Yes, with a Credit Area put on the customer in each company.

Can we see invoices sent to the tax authority?

Yes: the authority's number is kept on the invoice and on Invoice Released lines, and shown on collections when the company uses digital invoicing.

Do the Payment Day and Payment Schedule screens change due dates?

No. Customer due dates come from the Payment Term only. See Payment Day and Payment Schedule.

If something looks wrong

Message	Cause	Fix
Customer Name Cannot be Empty / Customer name is mandatory	No name	Type the name
Similar Customer No. already exsists	The customer number is taken	Use another number
Customer already exists with this name: ...	Same organisation name, or same person name and relation name	Use the existing customer
Address - only one address can be marked as primary for the same purpose.	Two Primary Address lines for one purpose	Keep one
Address - only one address can be marked as primary for country, based on Country	Two Primary For Country lines for one country	Keep one
country cannot be empty	Primary For Country without a country	Fill Country
Line ID: ... - Address cannot be empty.	Address line with a name and no address	Fill the address
Line ID: ... - Person cannot be empty.	Mobile, phone or email without a person	Fill Person
Line ID: ... - Person / Mobile / Phone / Email is mandatory.	The Customer Group requires it on every address	Fill it
Contact - only one contact can be marked as primary, based on Contact Nature	Two primary contacts of one nature	Keep one
Bank Information - only one Currency can be marked as primary for Currency, based on Currency	Two primary accounts in one currency	Keep one
Registration - Registration Authority ... of Registration Group ... is mandatory	The Customer Group requires the registration	Add it on the Registration tab
Pricing Group is mandatory	The Customer Group requires a pricing group	Fill Pricing Group
You cannot change Foreign Customer Checkbox, Sales Order is already created	The customer already has a sales order	Leave it as it is
Required Sales Agreement Only Items cannot be set unless Required Sales Agreement is also set.	Only the second tick is set	Tick both or neither
Save the customer before sending credentials. / Please generate the portal password first.	Portal credentials sent too early	Save, generate, then send
Payment Term cannot be empty / Name cannot be empty / Basic Data cannot be empty	Payment term incomplete	Fill code, name and a line
The maximum percentage for the totals cannot exceed 100	Percentages over 100	Lower them
Either Total percentage should be 100 OR Add Balance Due Condition	Percentages short of 100 and no balance line	Add a balance line
Balance must be add in due condition	Fixed or partial lines without a balance line	Add a balance line
Balance can only be set once / Line ID: ...: Balance should be on the last line.	Balance line repeated or not last	One balance line, last
Line ID: ... - Days must be greater than zero	A later line with 0 days	Give it days
Payment Term Cannot be Duplicate	Code taken	Use another
Payment Term - cannot delete this Payment Term as it's predefined	Delivered term	Block it
Payment Term ... is not defined correctly. Schedule is not calculated	The invoice's term has a fixed-amount line	Use percentage and balance lines
Accounts Data cannot be Empty	Payment method without accounts	Add an account line
Accounts - Only one Account can be marked as default	Two default accounts	Keep one
Accounts - ...: Account cannot be empty	Account line without account	Fill it
Payment Method Cannot be Duplicate	Code taken	Use another
Payment Fee Cannot be Duplicate	Code taken	Use another
Interval cannot be zero / Number of payments cannot be zero	Interval schedule incomplete	Fill both
Specified Percentage: ... Total percentage should be equal to 100	Specific schedule not 100%	Correct the percentages
Aging Period - cannot delete this Period as it's predefined	Delivered aging period	Block it
Credit type cannot be blank. Line ID: ...	Credit area line without type	Pick a type
Credit limit cannot be zero or less. Line ID: ...	Zero limit	Give a positive limit
Payment Method is mandatory for Line ID: ...	Balance-check line without method or account (columns hidden as delivered)	Use another credit type, or have the columns shown
Please mark 'Apply On' in at least one Credit Rule line.	Nothing ticked	Tick a process
Action is mandatory for Line ID: ...	Ticked line without action	Pick an action
Value Drive From cannot be empty	Cost element incomplete	Pick it
Value Drive From Percentage cannot be smaller then or equal to zero	No percentage	Give a percentage
Formula cannot be empty when Value Drive From is Formula	No formula	Build the formula
Formula cannot refer to the Cost Element itself / Formula refers to unknown Cost Element(s)	Bad formula	Fix the codes
Cannot save General Ledger Debit Credit same account	Same account both sides	Use two accounts
Cost Element Cannot be Duplicate	Code taken	Use another
Same Tracking Number already exists	Tracking group code taken	Use another
Line ID: ... - Please insert Void Date	Void number without a date	Give the date
Already exists / Legal Entity cannot be empty	Second AR setting for the company	Open the existing record
Exchange rate cannot be zero or negative / Exchange Rate cannot be zero	No rate for the date	Enter the currency rate
Posting Status cannot be empty / Posting Status Should be Posted or Park	Status missing or wrong	Pick Posted or Park
Customer cannot be empty	No customer	Pick it
Payment Term cannot be Empty / Payment Method cannot be Empty	Invoice without term or method	Fill them
Rounding Difference Account is not configured in Currency ...	Currency without rounding account	Set it on the currency
Invoice Lines cannot be empty / Invoice lines cannot be empty	No lines	Add a line
Invoice Lines - Line ID: ... - Sale Quantity cannot be zero	Zero quantity	Fill the quantity
Invoice Lines - Line ID: ... - Sales unit cannot be empty	No unit	Pick the unit
Invoice Lines - Line ID: ... - Gross Price cannot be less than zero	Zero or negative price	Fill the price
Invoice Lines - Line ID: ... - Cost Element ... Exchange Rate cannot be 0 / Header Cost Element - Cost Element ... Exchange Rate cannot be 0	No rate for the charge's currency	Enter the rate
Line ID: ... is duplicated with Line ID: ...	The same line twice	Remove one
Line ID: ... - Sales Tax is Duplicating	The tax group gives the same tax twice	Fix the tax group
Posted Transactions cannot be changed.	Editing a posted invoice or memo	Reverse it instead
Posted invoice cannot be deleted / Posted Invoice Memo cannot be deleted	Deleting a posted document	Reverse it instead
Invoice: ... cannot be deleted / cannot be reversed. Following Collections have been raised against it: ...	The invoice is collected	Reverse the collections first
Invoice Memo: ... cannot be deleted / cannot be reversed. Following Collections have been raised against it: ...	The memo is used	Reverse the collections first
Invoice: ... cannot be reversed. Following Return Orders have been raised against it: ...	Returns exist	Deal with the returns first
Only Posted Vouchers can be reversed	Reversing a parked document	Delete it instead
Reverse Date: ... cannot be less than Posting Date: ...	Reverse date too early	Pick a later date
Reverse Date cannot be smaller then Collection Reverse date ... / Reverse Date cannot be smaller then ... Reverse date ...	Reverse date before a dependent reverse	Pick a later date
Invoice has been stopped for Sales Order: ... / Memo has been stopped for Return Order : ...	Invoicing stopped on the order	Release the order
Invoice Lines - Item ... is not in Issuance: ...	Item not on the delivery	Remove the line
Invoice Lines - Line ID: ... - Sales Quantity: ... cannot exceed Balance Quantity: ...	More than left to invoice	Lower the quantity
Invoice Lines - Line ID: ... - Item ... is already invoiced for Sales Order ...	Order line fully invoiced	Remove the line
Basic Data - Line ID: ... - sales no: ... is not defined in Billing Proposal / ... cannot exceed Balance Quantity ... in Billing Proposal ...	Line not on the bill, or too much	Correct the line
Basic Data - Line ID: ... - Sales Quantity: ... cannot exceed Balance Quantity: ... in Sales Order : ...	Memo more than left to credit	Lower the quantity
Basic Data - Line ID: ... - Discount Percentage must be 100% when a Special Indicator is specified.	Memo line with special indicator	Set 100% discount
Invoice Date: ... cannot be greater than Baseline Date: ...	Dates in the wrong order	Correct them
Cannot Create Smaller than DC Posting Date	Invoice dated before delivery	Use a later posting date
(...) Transaction are Reversed	A delivery on the invoice is reversed	Remove its lines
Invoice Address is Mandatory for Authority Portal	Digital invoice without invoice address	Fill it
Line ID: ... HS Code is Rquired for Authority Portal	Line without HS Code	Fill it
Invoice cannot be posted to FBR because cost elements have been applied to the customer.	Charge billed to the customer on a digital invoice	Remove it or park
Un Posted Number Range is not configured in Journal	Parking a digital invoice	Give the journal an unposted range
This Invoice ... is already Submitted to the Authority Portal	Already sent	Nothing to do
Digital Invoice Integration is not processed, due to Configuration	Company or journal not set for the authority	Check the authority settings
Financial Year Not Found on Current Date / Document cannot proceed - Fiscal Period: ... of Fiscal Year: ... is closed	Today's period missing or closed for a digital invoice	Open the period
Digital Invoice is not applicable for Credit Memo	Memo on a digital-invoicing journal	Use another memo journal
This Document is Linked with Digital Invoice, you cannot reverse this Invoice	Memo linked to digital invoicing	Cannot be reversed
Journal is not configured in Sales Organization - ...	Automatic invoice without a journal on the sales organisation	Set the journal (Sales)
Payment Term is Empty in Customer Master	Automatic invoice for a customer without a term	Set the customer's term
Please Define Customer CostElement in Setting / Please Define Issuance CostElement in Setting	Copy From service order without cost element setup	Set it on the service settings
Cost Element '...' is not properly configured.	Cost element accounts incomplete	Fix the cost element
No clearings have been found.	Nothing open for the payer	Check payer and currency
Total Amount: ... in Collection Through must be equal to Net Receivable Amount: ...	Payment lines do not add up	Correct them
Net Collection Amount: ... cannot be negative.	Deductions exceed clearings	Correct the lines
Adjustments - Line ID : ... - Adjustment Account cannot be empty / Currency cannot be empty	Adjustment incomplete	Complete it
Collection Fee - Line ID : ... - Currency cannot be empty / Collection Fee cannot be empty / Account is not configured on Collection Fee: ...	Fee incomplete	Complete it or set the fee's account
Collection Through - Line ID : ... - Payment Method cannot be empty / Collection Through Account cannot be empty / Exchange rate cannot be zero or neative	Payment line incomplete	Complete it
Collection Through - Line ID : ... - Collection Through Tracking Number cannot be empty	Method requires a receipt number	Type the tracking number
Withholdings - Line ID : ... - Withholding Taxcode cannot be empty / Exchange rate cannot be zero or neative / Withholding Amount cannot be empty	Withholding incomplete	Complete or remove it
Clearings - Line ID: ... - Account cannot be empty	Advance line without account	Fill the account
Clearings - Line ID: ... - Clearing Amount cannot be zero or negative / LineID: ... Clearing Amount: ... cannot be zero or less than zero	Invoice line with no amount	Fill a positive amount
LineID: ... Clearing Amount: ... cannot be zero or greater than zero	Memo or advance line positive	Make it negative
LineID: ... Clearing Amount: ... cannot exceed Balance Amount: ...	More than open	Lower it
LineID: ... - ... is already fully paid. / is already fully settled.	Cleared meanwhile	Untick it
LineID: ... Customer is not Mathcing with Invoice / Invoice Memo / Advance	Another customer's document	Remove it
Payment: ... cannot be deleted / cannot be reversed. Following Collection/Payment have been raised against it: ...	The collection was used later	Reverse that first
Payment: ... cannot be deleted / cannot be reversed. Following Bank Transaction have been raised against it: ...	Money moved on by a bank transaction	Reverse that first
No rows for settlement of selected customer '...'	One side missing	Nothing to settle
No transactions in the grid to settle / Need at least one Invoice and one Memo/Advance with an available balance to net / Add at least one Invoice, Memo or Advance line to settle	Settlement grid empty or one-sided	Add both sides
LineID: ... - Transaction Cleared Amount must be negative for Memo/Advance lines ... / must be greater than zero ...	Wrong sign	Correct the sign
Line ID: ... - Customer does not match Transaction ... / Transaction Cleared Amount cannot exceed the outstanding Balance Amount (...)	Wrong customer, or more than open	Correct the line
There is no Invoice / Memo / Collection / Data available	Nothing parked in the range	Widen the dates
Date From cannot be greater than Date To	Dates swapped	Swap them
Basic Data Lines cannot be empty	Nothing to post or release	Add lines
These invoices are already submitted ... / This Transaction is already processed, you cannot process this again	Already released	Make a new batch for others
Company Data Not Found / Company Information is Duplicating / Authority Token is not defined in Company / Company name Cannot be Empty / Company NTN / NIC not defined / Company State is not Defined in Address / Company Address is not Defined are mark as Default	Company record incomplete for the authority	Complete the company
... Invoice not found While Saving / Customer Name is not filled / Customer ... NTN / NIC not defined / Address is not defined	Invoice or customer incomplete	Complete it
... Line (...) HS Code not defined / Tax Group is not configured properly / Authotiy Unit is not defined in Unit Master / Tax is not Applied / Local Discount Amount cannot be negative / SRO Schedule and SRO Item Serial is Required	Line incomplete for the authority	Fix the line or its setup
Invoice Lines are duplicating, ...	Same invoice twice on the batch	Remove one