Accounts¶
The Accounts screen is the central place to manage all Accounts Receivable (AR) and Accounts Payable (AP) activity without navigating to individual customer or supplier records. It combines the balance summary, payment ledger, and (for AR) invoice scheduling into a single cross-person view.
How to open¶
- Menu: Financials → Accounts
- Keyboard shortcut:
Ctrl+Shift+A
Tabs¶
The screen has two top-level tabs:
- Receivable (AR) — customers who owe you money (or to whom you owe a refund).
- Payable (AP) — suppliers you owe money (or who owe you a refund).
Both tabs share the same chrome: a mode selector, filter controls, a grid, and a totals bar.
Modes¶
The mode dropdown at the top-left switches between two different views:
Person mode¶
Lists customers (AR) or suppliers (AP) matching the selected filter. Each row shows a financial summary. Clicking a row expands a panel showing that person's payment ledger, plus (for AR) an invoice-scheduling form.
Person-mode filters:
| Filter | Description |
|---|---|
| Negative balance | Balance below the tolerance (default: 0). For AR, these are customers who owe you. A tolerance of -100 returns only persons whose balance is below -100 — i.e. who owe more than 100. |
| Positive balance | Balance above the tolerance. For AR, these are customers to whom you owe credit. A tolerance of 100 returns only persons whose balance is above 100. |
| All persons | All active + inactive records. Optional name search. |
| Paid on date | Persons who had a payment received/paid on a specific date. |
| Invoice instructions | (AR only) Customers with non-empty invoice scheduling instructions. |
Payment mode¶
Lists individual payments across all persons (not grouped by person). Used to find overdue payments, pending payments, or payments inside a specific date window.
Payment-mode filters:
| Filter | Description |
|---|---|
| Overdue | Due date is in the past, not yet received (AR) or paid (AP). |
| Pending | Due date is today or later, not yet received/paid. |
| During period | Payments received/paid inside a given date range, plus payments due inside that range but still unreceived/unpaid. |
Due-date colouring: in payment mode, the Due column is colour-coded when the payment is unsettled (no received/paid date):
- Red — overdue (due date is in the past).
- Amber/bold — due today.
- Green — pending in the future.
Once the payment is recorded as received/paid, the colour clears.
Editing a payment from payment mode: each row has the same ✎ Edit and 🗑 Delete icon buttons as the person-mode payments grid. Clicking ✎ (or anywhere else on the row, as a shortcut) opens the payment modal pre-loaded with that single payment for editing. 🗑 prompts for confirmation, then deletes the payment.
Quick mark-as-received
When the modal is opened from payment mode and the payment has no received/paid date yet, the field is pre-filled with today's date. Save without changing anything else to record the receipt in one extra click. Clear the field before saving if you intended a different date.
How balances are calculated¶
- AR balance = Σ payments received − Σ value of materials delivered.
- AP balance = Σ payments made − Σ value of all purchase orders. Outstanding purchase orders are debited as soon as they are entered on the Purchase Orders screen, even if they have not yet been marked as received. Future-dated POs reduce the supplier balance immediately.
Column reference — AR person mode¶
| Column | Description |
|---|---|
| Name | Customer name. |
| Balance | Current balance. Red when negative (customer owes); green when positive. |
| Future Balance | (extra column) Balance including all pending unreceived payments. |
| Total Ordered | (extra column) Sum of all order and quick-sale amounts. |
| Avg Days to Pay | (extra column) Average number of days between order date and payment received date. |
| Debt % | (extra column) abs(balance) / total_ordered × 100. |
| Days Since Payment | Days since the most recent received payment. Muted red above 30 days; solid red above 60. |
| ⚠ | Flag icon when the customer has no recorded payments. |
| Next Invoice | Scheduled next invoice date from the customer's invoice scheduling form. |
| Invoice Instructions | Free-text invoice scheduling instructions (truncated). |
Use the Show more columns checkbox to reveal the extra columns.
Column reference — AP person mode¶
| Column | Description |
|---|---|
| Name | Supplier name. |
| Balance | Current balance. Red when negative; green when positive. |
| Future Balance | (extra column) Balance including all pending unpaid payments. |
| Total Ordered | Sum of all purchase-order amounts, including POs that have not yet been received. |
| Avg Days to Pay | (extra column) Average number of days between purchase order date and payment-paid date. |
| Days Since Payment | (extra column) Days since the most recent paid payment. |
Contact info popup¶
Each row in the AR and AP person grids has an ⓘ icon at the start. Click it to open a small popup showing the person's contact details (contact name, phone, email, address, postal code, CPF/CNPJ, observations) without leaving the screen or expanding the panel. The popup is read-only — to edit contact details, open the Customers or Suppliers screen.
Expand panel¶
Clicking a row in person mode expands a panel directly below it.
Payments section¶
The panel contains the person's payment ledger with a status filter (All / Received-or-Paid / Pending) and an Add button that opens the payment modal. Edit (✎) and delete (🗑) actions sit at the end of each row. Clicking anywhere else on a row is a shortcut equivalent to ✎.
The payment modal automatically switches flavour based on which tab is active: AR uses the customer payment modal (with cheque support, including the batch CHEQUE entry flow when adding); AP uses the supplier payment modal (with installment number support, no cheques).
Backdating the received/paid date requires sales:manage or owner
permission — see the Payment Modal
reference for the full permission rules.
Discounts are credits, not debits
A DESCONTO (discount) payment is a positive credit, not a negative
amount. If a customer's order totals 203.65 and they round it down to
200.00, record one DINHEIRO payment of 200.00 and one DESCONTO
payment of 3.65 — both entered as positive values. A surcharge would
be the negative.
Invoice scheduling (AR only)¶
Below the payments section, AR rows show an invoice scheduling form with three fields:
- Next Invoice Date — Scheduled date for the next invoice.
- Assigned To — User responsible for the follow-up.
- Instructions — Free-text notes.
The Save Invoice Details button saves all three fields in a single request and refreshes the grid.
Auto-cleared when the customer is no longer in debt
The next invoice date, assigned user, and instructions are automatically cleared whenever the customer's balance is recalculated and reaches zero or becomes positive. Once a customer is no longer in debt, follow-up information is no longer relevant and is reset.
After a payment edit¶
When a payment is added, edited, or deleted from the expand panel, the selected person's row in the grid above is refreshed in place — balance, future balance, days-since-last-payment, and invoice fields update without re-running the search and without losing your scroll position. The expand panel stays open on the same person so you can keep working.
If the change moves the person outside the active filter (e.g. their balance flips from negative to zero with the Negative balance filter active), the row stays visible with its updated values — green balance, etc. — so you can see what just happened. Click Search again to clear stragglers and re-apply the filter strictly.
Edits that don't affect the balance (changing only the due date, method, details, etc.) skip the row refresh entirely and save a server round-trip.
Balance colouring¶
- Red — negative balance (customer owes you; you owe the supplier).
- Green — positive balance (customer in credit; supplier owes a refund).
- Muted — zero balance.
Days-since-payment colouring¶
- Solid red — more than 60 days since last payment.
- Muted red — 31–60 days.
- Neutral — 30 days or fewer.
Totals bar¶
The totals bar at the bottom sums the balances of every active person in the current grid. Inactive records are greyed out and excluded from the total.
Flags¶
- ⚠ (No payments recorded) — shown for customers who have no recorded payments. Typically indicates a long-dormant account or a data issue.
Inactive persons¶
Inactive customers and suppliers still appear in every filter's results but are shown with reduced opacity. They are excluded from the totals bar.
Overdue letter printing
Letter generation for overdue accounts is not yet available. It will be added in a future release as part of Sofie's document generation features, powered by the tenant-specific AI agent.