Accounts Receivable

Use the Accounts Receivable application to process and report on invoices that you have sent to clients.

Create and post invoice transaction files in the Transaction Center. Then use Accounting > Accounts Receivable > Invoice Review to:

• Find out which of the projects for a client have outstanding invoices, and display data about them, including invoice totals, aging data, interest, and retainage if any.
• Read, add, edit, or delete comments about an outstanding invoice.
• Preview or print accounts receivable reports.

Invoice Mapping

Use invoice mapping to direct the implicit posting of invoices to the appropriate accounts receivable accounts and map revenue account postings (entered through Invoice Transaction Entry or from Interactive Billing) to report columns on the Office Earnings report and/or Accounts Receivable Ledger. Use the Invoice Mapping Accounts tab of Settings > Accounting > Accounts Receivable.

Deltek matches the revenue account (for invoices, specified in Invoice Transaction Entry) and/or the posting account (for units, specified in Unit Transaction Entry) to an entry in the list of accounts that you define in invoice mapping.

• If Deltek finds a match, it posts the accounts receivable transaction to the appropriate account and displays the amount in the appropriate column on the Office Earnings report and/or Accounts Receivable Ledger.
• If Deltek finds no match, it uses the accounts receivable account specified on the Accounts tab of Settings > Accounting > Company and displays the amount in the Other column of the Accounts Receivable Ledger and/or the Other Billed column of the Office Earnings report.

Accounts Receivable Mapping

Use the AR Mapping Accounts tab of Settings > Accounting > Accounts Receivable to map accounts receivable accounts for cash receipts to the appropriate columns on the Accounts Receivable Ledger. By default, cash receipts are displayed as a total amount on the Accounts Receivable Ledger. To display cash receipt amounts by their components in the columns of this report, you must complete the information on this tab.

You should map your accounts if you have multiple accounts receivable accounts and the same account is mapped to different columns on the Invoice Mapping Accounts tab.

Because you can split revenue accounts into different columns, you must specify default columns for the accounts receivable accounts in the chart of accounts.

Accounts Receivable Aging Alerts

Accounts Receivable Aging alerts can help you keep track of and manage your outstanding invoices. You can establish alerts to inform employees of events or tasks that need attention.

Set up Accounts Receivable Aging alerts that send messages to team members when the balance for a client, project, or invoice reaches an aging limit and is considered overdue. For example, set up an alert to inform project managers when invoices are 30 or 60 days old.