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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. The page is also linked from Settings > System > Approval Workflows.

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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.

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Invoice Timing

Choose when customer invoices are created during fulfillment. 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.
Arcus stores shipping terms for your accountant to read. It does not use them to decide any posting date or accounting period today.

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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.
When this setting has never been saved, Arcus emails invoices automatically even though the switch shows off. Saving the page with the switch off stops automatic invoice emails. You can still email an invoice by hand from the invoice.

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Late Fees And Finance Charges

Late fees are configured on their own page. Use Go to Payments > Late Fees to open it.

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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 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.
The Monthly AR statements switch on Settings > Documents & Email > Email Configuration takes precedence. This switch applies only while that one has never been saved. Each customer can also opt in or out on the account’s Communications tab.

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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.

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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: the overpayment choice can issue credit memos or refunds automatically.
  • 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 save is recorded in the Audit Log with the settings it changed.
  • Other open sessions: when another admin saves this page, your page refreshes to show it.

Invoice Management

Create, send, and manage customer invoices.

AR Management

Work open receivables, statements, and collections.

Credit Memos

Issue and apply customer credits.

Email Configuration

Turn customer notifications, including monthly statements, on or off.

Payment Terms

Manage the payment terms customers and orders use.

Approval Workflows

Review order and purchasing approval controls.