Accounts Receivable
Invoices, Customers, Payments, Recurring and AR Aging. Bill your customers, collect online or record payments by hand, and see who is late.
Invoicing overview
Invoicing in Bokapsys covers both sides of the money you have not settled yet: what customers owe you and what you owe your suppliers. Everything lives under Invoicing (AP-AR) in the sidebar, and every invoice, bill, payment and refund you record lands in the same general ledger as your bank statements, so your reports always include it.
Accounts receivable and accounts payable
Section titled “Accounts receivable and accounts payable”Two accounting terms organise this section:
- Accounts receivable (AR) is money customers owe you for work you have invoiced but not yet been paid for.
- Accounts payable (AP) is money you owe suppliers for bills you have received but not yet paid.
The sidebar groups the pages the same way.
Accounts Payable
Bills, Vendors and AP Aging. Capture supplier bills by hand or from a PDF, approve them, record what you paid, and see what is coming due.
Two more pages sit in the same group: Approval Policies, where you decide which actions need a second pair of eyes, and My Delegations, where you hand your approvals to a colleague while you are away. The Approvals inbox itself has its own item in the sidebar.
How it reaches your books
Section titled “How it reaches your books”Bokapsys does not keep a separate ledger for invoicing. When an invoice or bill is posted, Bokapsys writes balanced debit and credit lines to your general ledger, using accounts from your chart of accounts. The Income Statement, Balance Sheet, Trial Balance and Dashboard all read from that ledger, so they reflect your invoicing activity with no extra work.
| What you do | What the ledger records |
|---|---|
| Post an invoice | Accounts receivable goes up; revenue (and any sales tax payable) is recorded. |
| Record a customer payment | Cash goes up; accounts receivable goes down. |
| Issue a credit note, refund or write-off | Reversing entries that keep receivables, revenue and cash in step. |
| Post a bill | Expense is recorded; accounts payable goes up. |
| Record a bill payment | Accounts payable goes down; cash goes down. |
| Void an invoice | Reversing entries. Nothing is deleted, so the history stays intact. |
Posting is manual by default
Section titled “Posting is manual by default”A post is the moment a document is written to the ledger. New invoices and bills wait for you to post them, so you can review receivables and payables before they affect your reports. When something is waiting, the Invoices and Bills pages show a banner with a Post Now button that lets you choose which items to post.
If you would rather post automatically, switch invoices or bills to automatic in Company Settings > Posting Config. See Posting settings.
Where invoicing shows up elsewhere
Section titled “Where invoicing shows up elsewhere”- The General Ledger lists every line an invoice or bill posted, with a link back to the document.
- AR Aging and AP Aging total what is outstanding and match the receivables and payables balances on your Balance Sheet.
- Smart Chat can list your invoices, bills, customers, vendors and recurring invoices, look up a customer’s balance, show what is waiting for your approval, and draft an invoice for you to review.
- Bills can also start from your mailbox: the Email inbox can turn a supplier invoice you received by email into a draft bill.
Before you start
Section titled “Before you start”- Your role needs the invoicing permissions for the pages you want to use. Ask a workspace admin to check Team Management if a page is missing from your sidebar. See Team and roles.
- Check the defaults under Company Settings > Invoicing (invoice numbering, default tax rate, remittance instructions and reminders).
- If you want customers to pay online, choose a payment collection method first. See Online payments.