Accounts Receivable Setup Checklist | ERP Checklists | Documentation for Administrators

This checklist outlines the key Accounts Receivable setup options available within the system. Each setting helps districts configure how invoices, receipts, payments, and related AR processes function to meet their specific operational needs. Review each option carefully and select the appropriate check boxes or values to ensure AR workflows align with district procedures and reporting requirements.

The beginning and ending sections of Accounts Receivable setup relates to Districts utilizing Postsecondary Point of Sale. These will be skipped in this checklist.

Invoices

1. Navigate to Setup > Settings > Accounts Receivable tab.

2. Enable or disable the following settings:

2.1. Use Products on Invoices: Select the check box to display the Product pull-down on the Invoices screen, allowing users to apply predefined products to invoices for faster and more consistent data entry.

2.2. When Customers Pay Online: Select how customers are required to pay invoices through the Student/Parent Portal.

Choose Force Customers to Settle Up to require full payment of all outstanding invoices at checkout.

Select Allow Invoice Selection Must Pay in Full to require users to choose specific invoices and pay each in full.

Select Allow Invoice Selection Allow Partial Payments to allow users to choose invoices and make partial payments toward their balances.

2.3. Default number of days until Due Date: Enter the default number of days to be added to the Invoice Date to automatically calculate the Due Date when creating an invoice. The Due Date may still be edited as needed.

2.4. Bypass district logo on AR Invoices: Select the check box to print invoices without the district’s logo. Note: If a logo has been added to a clause via Setup > Clauses, that logo will still print on the invoice.

2.5. Invoice Email Attachment Name Preference: Select how the invoice attachment should be named when emailed from the pull-down. Options include Invoice Title, Invoice Number, or Customer Number (if available).

3. Click Save.

Deposits

1. Navigate to Setup > Settings > Accounts Receivable tab.

2. Enable or disable the following settings:

2.1. Add Reference Number to Deposits: Select the check box to add an editable reference number field to Deposits.

2.2. Add reference number to Internal Deposits: Select the check box to add an editable reference number to Internal Account Deposits.

3. Click Save.