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Accounts Receivable overview

Accounts Receivable processes a full billing cycle: enter or interface invoices, apply payments, deliver statements, and handle retainage, credits, write-offs, and aging. AR is fully integrated with Job Cost, General Ledger, and Cash Management. With Job Billing and/or Material Sales, those modules generate invoices and AR tracks them after interface.

What AR covers​

Trimble's AR capability set includes:

  • Invoice entry (direct AR) and invoice tracking for billings interfaced from Job Billing or Material Sales
  • Tailored payment terms and payment discounts
  • Cash receipt entry (including miscellaneous receipts)
  • Retainage application and release
  • Adjustments, credit memos, and write-offs
  • Customer statements and age analysis reporting
  • Finance/service charge application
  • Sales tax reporting
  • Miscellaneous distributions
  • Customer accounts and credit histories

Phase 1 TUDS articles cover the setup and daily paths below. Finance/service charge posting detail and advanced tax/write-off playbooks stay outside this overview.

Typical flow​

  1. Configure AR Company Parameters before any AR processing.
  2. Define AR Receivable Types (GL mapping and aging/reporting buckets).
  3. Set up AR Customers (statement type, recipients, terms, retainage flags).
  4. Create or receive invoices:
    • Direct non-contract invoices in AR Invoice Entry
    • Contract billings interface from Job Billing (do not create or edit those invoices in AR Invoice Entry)
    • Material invoices interface from Material Sales (do not create or edit those invoices in AR Invoice Entry)
  5. Apply payments in AR Cash Receipts. Cash receipts update Cash Management per the CM settings on AR Company Parameters.
  6. Release retainage when due:
    • Direct AR invoices: Releasing AR Retainage
    • Job Billing invoices: JB Release Retainage (wrong path creates AR/JB mismatches)
  7. Deliver statements (AR Statement Delivery) and track dispute/follow-up notes (Managing AR Credit Notes) as needed.

Optional extras: Using AR Misc Distribution Codes when rate-based amounts (for example gross receipts tax) apply on invoices or cash; Clearing net $0 retainage for aging edge cases.

Before you use AR​

  • An HQ company exists. GL chart accounts used by receivable types exist before AR setup.
  • Set AR Company Parameters before any AR processing (Trimble: options must be set before you begin processing in AR).
  • AR posts with GL and updates CM per Company Parameters. Finish the GL and CM setup articles your company uses before live posting.
  • Receivable types and customers (including statement recipients and statement type) are ready before live invoicing or statement delivery.
  • Know where invoices will originate. JB/MS-originated invoices are edited in those modules after interface; AR Invoice Entry is for direct AR work and for AR-side adjustments/credits/write-offs/cash.

Implementation checklists​

Trimble keeps Implementation Checklists and Processing Logs in Workflow (WF Checklist Template). Without Workflow, use the VA WF Templates report (VA Reports menu) to view or print them. The typical flow above is a learner path, not a replacement for that checklist.

Setup​

Daily operations​