Receivables & Payables

Kraal gives you day-to-day AR and AP workspaces on top of your accounting ledger: aging views that route you to the right action, customer statements and dunning, vendor bills with duplicate protection, payment recording with multi-invoice allocation, and year-end 1099 readiness.

Receivables (AR)

Aging and the receivables workspace

• Finance → Receivables shows outstanding and past-due balances by customer with aging buckets, and deep-links each row into the right invoice or payment action.
• The AR Aging report (Reports → Receivables & Payables) is an as-of-date report you can view and export. Aging rows carry resolution context — holds, disputes, and documented decisions — so reviewed items stay visibly reviewed.

Customer statements

Open any sales invoice and choose Customer Statement to generate an activity statement with a running balance for the customer, on screen or as a PDF. Multi-currency customers get per-currency totals.

Collection reminders and dunning cadence

• Send a one-off collection reminder for an overdue invoice from the invoice drawer (email readiness is checked first).
• Enable an AR reminder cadence per client to send templated reminder emails automatically on a schedule you control: reminder day offsets, a maximum number of reminders, per-invoice exclusions, blocked recipient domains, and a kill switch. Customers with a collection hold are suppressed automatically, and every run leaves a reviewable receipt.

Credit notes

Issue a credit note against a submitted invoice from the invoice drawer. The credit posts as a return against the original invoice, keeping the customer balance and the ledger consistent.

Recording receipts

Record customer payments from Accounting → Payments:

• Allocate one payment across multiple open invoices in the allocation grid (oldest first by default). Partial allocations against an invoice are supported.
• The allocated total must match the paid amount. If a customer pays more than you allocate, tick Keep remainder on account to record the excess as unapplied customer credit (a deposit/advance). It stays on the customer balance until you apply it to a future invoice — nothing is parked on account silently.
• To record a pure customer deposit or retainer, record a Receive payment with no invoice references; the full amount is held on account.

Applying on-account credit

When a party has unapplied credit — deposits, advances, overpayment remainders, or credit notes — use Apply on-account credit on the Payments page. Kraal lists the party's unapplied credits and open invoices side by side; select both sides and apply. The allocation and posting run through ERPNext's native Payment Reconciliation tool (oldest-first within your selection), so the ledger effect is identical to doing it in ERPNext, and every application is audit-logged.

Recurring invoices

Open a submitted invoice and choose Make recurring to have ERPNext generate a copy on a schedule (weekly, monthly, quarterly, half-yearly, yearly). Every generated copy arrives as a draft in the normal review lane — recurrences never post on their own. One active schedule per document; disable or re-enable it from the same dialog. The same works for vendor bills from the Bills page.

Customer master data

• Quick-add customers while invoicing, including payment terms and a credit limit for the entity company.
• Payment terms and credit limits can also be updated later through the customer master-data API surface, so terms management does not require leaving Kraal.

Payables (AP)

Aging and the payables workspace

• Finance → Payables shows supplier balances by age and priority and launches the payment-run preparation flow.
• The AP Aging and Vendor Balances reports are as-of-date reports with view and export, annotated with hold/resolution state like AR.

Bills with duplicate protection

When you enter or upload a vendor bill, Kraal checks for likely duplicates — same supplier and bill number, or same supplier and amount within a close date window — and warns before you post. The warning is advisory: you stay in control, and acknowledged duplicates are recorded.

Vendor payments

• Record supplier payments with the same multi-invoice allocation grid used for receipts, including the explicit keep remainder on account choice for prepayments and vendor credits on account.
• Prepare an AP payment run by uploading a payment batch; Kraal matches rows to open bills for review. Payment execution always stays human-approved.
• Suppliers with a payment hold flag are excluded from payment preparation until the hold is cleared.

Debit notes

Issue a debit note (vendor credit) against a submitted bill from the bill drawer; it posts as a purchase return against the original bill.

Supplier statements

Generate a supplier statement (on screen or PDF) from the bill drawer to reconcile your records against a vendor's statement of account.

Vendor master data

Quick-add suppliers while entering bills, including default payment terms. Terms can be updated later through the supplier master-data API surface.

1099 readiness (US)

Kraal tracks vendor 1099 readiness all year so January isn't a scramble:

• Per-vendor 1099 profiles: W-9 status, TIN status (last four digits only — full TINs are never stored), payee type, mailing-address status, and backup-withholding flags.
• W-9 document references and readiness issues per filing year.
• The Vendor 1099 Summary report (Reports → Tax & Compliance) rolls up reportable payments, threshold status, missing W-9s, and open readiness issues per vendor for the filing year of the selected as-of date.

Readiness, not filing

The 1099 workflow prepares your data. It does not file or e-file forms — export your reviewed data to your filing provider.

How AR/AP fits the close

During a monthly close, the close checklist includes AR/AP aging review, subledger tie-out (AR/AP subledgers against the GL control accounts), and cutoff analysis. The Bad Debt Allowance close item proposes aging-based allowance adjustments and specific write-offs for explicit sign-off. See Close Items for details.