AR & Invoicing

AR & Invoicing holds the company-wide defaults for billing customers: when Arcus creates invoices, how they are delivered, how long credits last, and what happens when a customer pays too much. Use it when you set up invoicing for the first time or change how the team bills partial shipments.

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Before You Start

• You need the settings.view permission to open the page.
• You need settings.edit to save. Save AR & Invoicing Settings is shown to every role that can open the page, but the server refuses the save for a role without settings.edit.
• Per-account settings always win over these defaults. A payment term, shipping term, or credit expiry set on a customer account applies to that customer.

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Open AR & Invoicing

1. In the deck, open Settings.
2. Under Payments & Checks, choose AR & Invoicing.

The breadcrumb reads Settings > Payments & Checks > AR & Invoicing. You can also search for AR & Invoicing in the command palette. The page is also linked from Settings > System > Approval Workflows. Its Payments & Checks neighbors are Late Fees, Dunning Levels, and the Payments page.

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Save Your Changes

The page saves all of its sections together.

1. Change the sections you need.
2. Click Save AR & Invoicing Settings at the bottom.
3. Wait for “AR & Invoicing settings saved”.

If a value is out of range, a red message appears above the button and nothing is saved until you fix it. The page saves every section as your screen shows it, so the save also stores the sections you did not touch. The two exceptions are Amount Due Basis and Customer Refunds and Credit, which are sent only when you change them.

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Invoice Timing

Choose when customer invoices are created during fulfillment. Click one of the four choices; the one in force is highlighted. Freight on partial invoices decides how the order’s shipping charge is billed when an order is invoiced in more than one piece:

• Bill freight on the first invoice: the whole shipping charge lands on the first partial invoice, and later invoices carry no freight.
• Spread freight across invoices: the shipping charge is split across partial invoices by shipped value, and the final invoice takes the remainder.

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Shipping Terms

Shipping terms record when title and risk of loss pass to the customer. Your accountant uses them to decide which month a sale belongs in. Set the company default here; record a different term on an individual customer account when that customer has its own terms. The note is kept only for Other. If you switch to FOB shipping point or FOB destination, the note is cleared when you save, because it described a different term.

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Default Due Days

Invoice due after (days) is the fallback payment window when neither the order nor the account has a payment term. The default is 30. Enter a whole number from 1 to 365.

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Invoice Delivery

Auto-email invoice on creation emails the invoice to the customer when an invoice is posted. Customers can always view invoices in the Customer Portal.

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Late Fees And Finance Charges

The Late Fees & Finance Charges card on this page holds no fields. It explains that automatic assessment is managed on the dedicated Late Fees page. Use Go to Payments > Late Fees to open Late Fees, which turns finance charges on and sets the rate, grace period, and cap. Overdue reminder emails are separate again. They are turned on under Terms Overdue Reminder on the Payments page, and their schedule is set on Dunning Levels.

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Account Statements

Send account statements emails a periodic statement of open invoices, payments, and balance due to customers. When it is on, the section also shows a Statement frequency list, with Monthly (1st of each month), Weekly (every Monday), and Bi-monthly (1st and 15th), and a Next scheduled run line. The frequency you pick does not change the schedule today. Whatever you choose, including Weekly (every Monday) or Bi-monthly (1st and 15th), scheduled statements go out on the 1st of each month, which is the date the Next scheduled run line shows. You can also send statements on demand from AR.

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Default Credit Memo Expiry

Credit expires after (days) sets how long a customer credit memo stays valid. Leave it blank for credits that never expire. An expiry set on a customer account takes precedence. Enter a positive whole number.

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Default Customer Payment Term

The company default payment term for new orders lives on Settings > Payments & Checks > Payments. Use Go to Payments & Checks > Payments to open it.

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Overpayment Handling

Choose what Arcus does when a customer pays more than the order total, for example after a discount is applied to a paid order. Arcus never refunds a customer on its own. Whichever option you pick, a refund goes out only when a person issues it.

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Amount Due Basis

The Amount Due Basis card decides which number answers “what does this order still owe” when a payment is taken or a balance is collected. Derived from the order cannot be chosen yet. The option is shown greyed out with the reason “Not available yet: not every payment door reads the derived amount.” Keep Recorded balance (current).

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Customer Refunds And Credit

The Customer Refunds and Credit card records two preferences. The card says “Saved now; the refund and credit engines begin enforcing these in a later release.” The refund approval amount already applies in one place: paying a credit memo out by check is refused when the amount is at or above it, because no approval step exists yet; the open-credit choice changes nothing yet.

• Require a second approver for customer refunds of an amount or more: enter a dollar amount, or leave it blank for no approval step, which is the default. The amount must be 0 or more.
• Apply a customer’s open credit automatically when a payment is received: off by default. Credit migrated from a previous system is never applied automatically.

Both are sent only when you change them, so saving the page never writes a value for a company that never chose one.

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Messages You May See

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What Changes Elsewhere

• Invoices: invoice timing and freight allocation decide when invoices appear and what they bill. An invoice Arcus creates automatically follows the same accounting as one you create by hand.
• Customer email: automatic invoice email and account statements send email to customers.
• Money movement: with Always apply as credit on file, an overpayment becomes a credit memo automatically. No option sends a refund on its own: Flag for a refund records the refund as due on the order, and a person issues it.
• Customer accounts: the account’s Tax & Terms area shows whether its shipping terms come from the account or from this company default.
• Audit trail: each click of Save AR & Invoicing Settings is recorded in the Audit Log as a settings change, with the settings it changed and their old and new values.
• Other open sessions: when another admin saves this page while you have it open, your page reloads its data in place but the fields on your screen keep the values they showed. Save AR & Invoicing Settings sends every section as your screen shows it, so open the page again before you save, or you put back what your screen showed.

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