Collect Payment — Creditors, Credit Limits & Collections

A list to work, not a report to read

An aged receivables report tells you what is outstanding. It does not help you collect it. Collect Payment is the same information arranged as work: who owes what, how to reach them, and what to do next — with a page per customer showing every unpaid invoice.

For the accounting view of the same money, see Accounting → Reports → AR Aging.

Common Tasks

How to See Who Owes You Money (creditors, outstanding balances, who owes us, debtors list)

The working list of everyone with an outstanding balance.

Required permission: Sales or accounting read

1. Go to Sales → Collect Payment in the left sidebar
2. Review each row — Customer, Contact, Credit Limit, Invoices and the outstanding amount
3. Filter by Business Unit if you run several
4. Open a customer to see their unpaid invoices

Result: You have a prioritised view of what is outstanding and who to contact.

Note: Sort by amount to find the money, but check the oldest balances too — an old small balance is often a dispute nobody resolved rather than a slow payer.

How to Record a Payment Against Invoices (customer paid, receive payment, settle invoice, allocate payment)

Record money received and clear the invoices it covers.

Required permission: Payment create

1. Go to Sales → Collect Payment and open the customer
2. Select the invoices the payment covers
3. Enter the amount, the date and the method
4. Record it

Result: The invoices are settled, the customer's outstanding balance reduces, and the receipt is posted to your accounts.

Note: Allocate against specific invoices rather than as a lump sum. Unallocated payments make the next statement reconciliation harder for both sides.

How to Set a Customer's Credit Limit (credit limit, how much credit, limit customer)

Cap how much a customer can owe before further credit sales are blocked.

Required permission: Sales or accounting (manager level)

1. Go to Sales → Collect Payment and find the customer
2. Choose Set Limit, or Adjust Limit if one already exists
3. Enter the maximum they may owe at any time
4. Save

Result: The limit is applied. A confirmation reads Credit Limit Set. Credit sales that would push them over are blocked at the till.

Note: A customer with no limit set is effectively unlimited. Setting limits is the only thing that actually stops exposure growing.

How to Remove a Credit Limit (unlimited credit, remove limit, clear credit limit)

Take the cap off a trusted account.

Required permission: Sales or accounting (manager level)

1. Go to Sales → Collect Payment and open the customer
2. Remove their limit

Result: The limit is removed. A confirmation reads Credit Limit Removed, and credit sales are no longer capped for them.

Note: Removing a limit is not the same as raising it. With no limit there is nothing to breach, so nothing will ever warn you.

How to Export the Receivables List (export creditors, download debtors, receivables CSV)

Take the list out for chasing, or to send to an accountant.

1. Go to Sales → Collect Payment
2. Apply the filters you want the export to cover
3. Export

Result: The filtered list downloads with balances and contact details.

Note: If you see Export Failed, narrow the filters and try again — a very large unfiltered export is the usual cause.