Receivables

Follow sent invoices, payment progress and collection exceptions. A sent invoice has a due date, amount paid, payment date and lifecycle status. Dunning events keep the reminder band, recipient and sent date, with space for a response. A write off records the invoice, project, amount, reason, requester, approver and posting date. AR clerk can follow a late balance while Controller reviews the accounting decision.

• Identify the project. Confirm the customer, contract and project belong to the same engagement.
• Check the source. Compare dated source records with the period and amount under review.
• Keep the decision. Record the person, status and reason at each approval or exception.

Agree where payment confirmations originate and who reconciles them. Determine the reminder cadence and contact route with the customer team. A sent reminder is an event, while a paid invoice requires an actual payment result. The team should review a disputed balance before escalating a reminder.

For a customer with a partial payment, compare the paid amount with the invoice balance before the next reminder. Check the due date and prior reminder band, then record the response. If the remainder is uncollectible, AR clerk prepares a write off and Controller approves it before posting. Keep the original invoice and reminder history intact. When the amount differs from the customer’s expectation, follow the linked source and decision records with the responsible person. A dated approval or status change should explain the next action. Keep corrections visible to the next person in the cycle, and confirm the project and customer match before the invoice leaves the team.

Use the due date and paid amount on a sent invoice to decide the next collection action. AR clerk checks prior reminder events before recording another contact; each event keeps its band, recipient and response. A partial payment changes the invoice balance but does not close the receivable. When a remaining amount is uncollectible, AR clerk requests a write off with a reason and Controller approves it before posting. Preserve the original invoice and reminder trail so the customer history remains explainable.

• Past-Due Invoices — Past-Due Invoices brings together sent and partly paid invoices with their due date and amount paid.
• Invoice Status Board — Follow the invoice status from draft through sent after the team checks its source and approval.

Start with project terms, then follow invoice preparation and period close. The data model shows the record links used at each handoff.