|
<< Click to Display Table of Contents >> Navigation: MLS 2026 Fully Integrated Accounting > Accounts Receivable > Billing Clients and Preparing Statements |
When a workorder with a balance due is closed, MLS 2026 automatically posts that amount to the client’s Accounts Receivable account.
You may also post charges manually using Receipts → Post.
For non-service accounts (such as warranty companies), you must enter the correct A/R account number in the Alternate Billing field on the General tab of the Workorder Development screen.
Without this step, the charge will not be directed to the correct account.
The A/R system maintains all transactions with outstanding balances.
These can be viewed in:
•Receipts → Edit
•A/R reports
Once statements are generated and accounts are settled, completed transactions are moved to history during Periodic A/R Closing.
Statements provide clients with a clear summary of all credit activity between your business and the customer.
Each statement includes:
•Charges
•Payments
•Interest (if used)
•Status of each invoice
•Aging information
Statements should be clear, accurate, and easy to understand.
1.Select Reports → Statements
2.Enter the Billing Cycle to process
3.Enter the Closing Date
oOnly transactions on or before this date will appear
4.Enter an Interest Rate (if applicable)
5.Print statements
Even if you print all statements at once, using multiple billing cycles is recommended.
This allows you to:
•Break processing into manageable groups
•Run selected clients separately when needed
•Simplify reprints and corrections
Interest can be applied to overdue balances, but should be used with caution.
•It may encourage timely payment
•It may also create customer dissatisfaction
Some businesses apply interest selectively to chronic late payers.
Each line on the statement represents a charge or payment.
Brackets { }
•Indicate partial payments from prior periods
•Show the remaining unpaid balance carried forward
Asterisk (*)
•Indicates a reconciled transaction (charge matched by payment)
•These items will be removed from active status during the next closing
Statements are:
•Printed on standard full-size paper
•Designed to fit window envelopes
Special forms are not required, but using bordered or pre-formatted paper can improve presentation.
Statements are typically generated:
•Monthly (most common)
Some businesses may choose:
•Weekly
•Bi-weekly
for progress tracking or high-volume accounts.
•Statements can be printed multiple times
•Reprinting does not affect balances
⚠️ Balances are not finalized until Periodic A/R Closing is performed
•Verify billing cycles before printing
•Use a consistent closing date each period
•Review statements for accuracy before sending
•Avoid unnecessary reprints to prevent confusion