Accounts Receivable Submodule

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Overview

The Accounting → Accounts Receivable submodule provides comprehensive tools for managing customer invoices, payments, and accounts receivable operations within DASH. The system integrates with order processing and shipping records to create complete audit trails from order fulfillment through payment collection. This submodule is used by accounting personnel, finance managers, customer service representatives, and operations staff. The Accounts Receivable (A/R) submodule provides several tabs for managing A/R operations:

• Dashboard: Overview of current A/R status and key metrics.
• Open A/R: View and manage outstanding receivables.
• Invoices: Process and manage customer invoices.
• Debit/Credit Memos: Handle customer adjustments and corrections.
• Payments: Process customer payment batches and receipts.
• A/R Aging: Monitor aging of outstanding receivables.
• A/R Payment Forecast: Project future payment receipts.
• CC Report: Manage and report on credit card transactions.

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Dashboard

The Dashboard provides a high-level overview of your accounts receivable status and key performance metrics. Available Actions:

• Click Screenshot Dashboard to capture the current dashboard view for reporting or documentation purposes.

This view is useful for: Finance managers to quickly assess A/R status, cash flow projections, and identify areas requiring attention.

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Open A/R

The Open A/R section displays all current outstanding receivables regardless of the month they were created. Available Actions:

• Click Close A/R to mark selected receivables as closed when payments are received.
• Click Show Late Only to filter and display only overdue receivables.

This view is useful for: Daily A/R management, collections activities, and identifying overdue accounts that require follow-up with customers.

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Invoices

The Invoices section manages customer invoicing and billing processes. Available Actions:

• Click Post All Available Invoices to process all ready invoices in batch.

This process is useful for: Accounting staff to efficiently process multiple customer invoices generated from shipped orders, ensuring timely billing and accurate revenue recognition.

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EDI Invoices (810)

Customers configured for SPS Commerce EDI invoicing receive their invoices electronically as EDI 810 documents instead of emailed PDFs.

• A customer is enabled by setting an SPS Commerce trading partner ID and checking SPS Integrated 810 on the customer’s EDI Info card.
• When an invoice for an enabled customer is finalized, DASH automatically builds the 810 and transmits it to SPS Commerce. This applies to every finalized invoice for the customer, including orders entered manually — not just orders received electronically as EDI 850 purchase orders.
• Enabled customers are excluded from the standard emailed PDF invoice; the EDI 810 replaces it.
• Administrators can re-transmit a document with Re-send EDI Invoice, or rebuild the file without transmitting with Re-generate EDI Invoice. If a document cannot be generated or sent, the notification shows the exact reason.

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Debit / Credit Memos

Handle customer adjustments, returns, and corrections through the Debit/Credit Memos section. Available Actions:

• Click + Add New Memo to create adjustments for vendor accounts.
• Click Post All Available Memos to process all ready memos in batch.
• Open a posted or partially paid debit memo and click Charge Card to charge its remaining balance to the customer’s credit card. See Braintree Payments for the full workflow.

This function is useful for: Handling customer credits, returns, billing adjustments, and account corrections while maintaining proper audit trails and customer satisfaction.

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Payments

The Payments section manages customer payment processing and receipt recording. Available Actions:

• Click + Add New Payment Batch to initiate payment processing for received customer payments.
• Click Post All Available Batches to process all ready payment batches.

This process is useful for: Recording customer payments received via check, wire transfer, or other payment methods, and applying them to outstanding invoices to maintain accurate account balances.

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A/R Aging

The A/R Aging report provides visibility into the age of outstanding receivables, helping prioritize collections efforts and manage cash flow. This report is useful for: Finance managers and collections staff to monitor payment timing, identify overdue accounts, and prioritize collection activities to maintain healthy cash flow.

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Past Due Notices (Dunning)

DASH automatically emails customers about past due invoices on an escalating schedule, with a copy of each invoice PDF attached. Notices are sent from the accounts receivable email group with the company logo, the same way emailed invoices and A/R statements are sent. The accounts receivable email group is also copied (CC) on every notice, so accounting has a record of what each customer received. How it works:

• The daily scheduled job checks every open invoice and sends the highest notice the invoice qualifies for that has not already been sent, so each invoice receives each notice at most once. Multiple invoices for the same customer at the same escalation level are combined into one email with all invoice PDFs attached.
• Customers are automatically placed on credit hold once an invoice reaches 45 days past due — the hold is applied with the day 45, 60, or 75 notice (whichever fires first, including when that notice is skipped because the customer has no invoice contact email addresses) or when an invoice reaches the 90 day collections handoff. DASH sets the Force Onto Credit Hold flag on the customer record and logs the change to the account’s transaction history. Clearing the hold after payment is a manual step on the customer record.
• At 90 days past due, DASH stops emailing the customer and instead sends an internal notification listing the invoices ready for the collections handoff. Subscribe users to the dunning_send_to_collections notification from Administration → Manage Companies to receive it.
• Every notice is recorded in the invoice’s transaction history, so the full communication log is visible on the invoice.
• After each nightly run, DASH sends a summary email listing every notice sent (customer, notice level, invoices, balance due and recipients), any notices that failed to send (they retry on the next run), any notices skipped because the customer has no invoice contact email addresses, each customer placed on credit hold (or whose hold could not be saved and needs to be placed manually), and any invoices 90+ days past due. If the collections notification could not be sent, the summary says why (for example, nobody is subscribed to it), and those invoices are included again on the next run. No summary is sent on nights with nothing to report. Subscribe users to the dunning_notices_summary notification from Administration → Manage Companies to receive it.

A customer is skipped when:

• Send Past Due Notices is unchecked on their record (see Manage Customers).
• Their total A/R balance is zero or negative (for example, open credits exceed open invoices).
• They receive invoices electronically via EDI 810 instead of email.

The schedule only runs for companies where the dunning_notices_enabled company attribute is turned on, and the notice wording is stored in the global email notification templates, so both can be adjusted without a code change.

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Dry run

To preview the schedule before turning it on, set the dunning_notices_dry_run company attribute to 1. Each night DASH works out exactly which notices it would send and emails only the summary, marked DRY RUN. Nothing is sent to customers, no credit holds are applied, and no collections notification goes out. Anything already listed in an earlier dry-run summary is not repeated, so the first summary shows the full backlog and each later one shows only that night’s new notices, the same as a live run would send. Dry runs keep this history separately from live runs, so every notice is still sent normally once the schedule goes live. Dry run takes priority over dunning_notices_enabled: while it is 1, no customer emails are sent even if the schedule is enabled. Set it back to 0 when you are ready to go live.

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A/R Payment Forecast

The Payment Forecast helps project future cash receipts by analyzing outstanding receivables and historical payment patterns. This forecast is useful for: Cash flow planning and ensuring accurate projections of incoming payments for financial planning and budgeting purposes.

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CC Report

The CC Report provides detailed analysis and management of credit card transactions.

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Generating Credit Card Reports

To generate a credit card transaction report:

1. Set the report parameters:
   • Invoice Date: Select the date range for invoices to include.
   • Transaction Date: Choose the date range for actual credit card transactions.
   • Status: Filter by transaction status:
     • Authorized: Transactions that have been approved but not yet settled.
     • Submitted: Transactions submitted for processing.
     • Settled: Completed transactions with funds transferred.
     • Any: Include all transaction statuses.
   • Include Failed: Choose Yes to include failed transactions or No to exclude them.
2. Click Run Report to generate the credit card transaction report.

This report is useful for: Reconciling credit card transactions, identifying failed payments that need follow-up, and ensuring all credit card payments are properly processed and recorded.