This article applies to Aiwyn Practice.
The Accounts Receivable transactions ledger is available only to firms on Aiwyn Practice. It isn't available to firms on Aiwyn Payments.
This page covers the controls, columns, transaction types, statuses and actions on the Transactions list in Accounts Receivable. Use it when you need to read a row, a status badge or an export.
Where the Transactions list appears
| Location | How you get there | What it lists |
|---|---|---|
| Accounts Receivable | Accounts Receivable in the left sidebar. Transactions is the tab that opens by default. | Transactions for all clients in the selected date range |
| A client's record | Clients & Contacts, then the client, then the Transactions tab | That client's transactions only |
| A client group's record | Clients & Contacts, then Client Groups, then the group, then the Transactions tab | Transactions for the clients in that group |
All three locations use the same list.
Transactions toolbar
| Control | What it does | Options | Default |
|---|---|---|---|
| start date and end date | Limits the list to a date range. The list updates as soon as you change a date. | Any date. The range includes both the start date and the end date, and uses each transaction's transaction date. | The past year |
| All / Unallocated | Filters by allocation | All shows every transaction in the date range. Unallocated shows transactions that are unallocated or partly allocated. The number on Unallocated is how many there are. | — |
| All clients / My clients | Filters by client | All clients shows every client. My clients shows only clients where you're the manager or partner. | — |
| Search | Finds transactions by text. Matching rows appear as you type. | A client name, a reference number or another identifier | — |
| Clear filters | Removes the filters applied to the list | — | — |
| Export | Downloads the filtered list as a CSV file. See "Export" below. | — | — |
The list doesn't have a status filter.
Transactions columns
Allocation, Transaction Date and Status are pinned to the left of the list. Balance is pinned to the far right. You can't move or hide these four columns. You can move or hide all other columns.
| Column | What it holds | Values and notes |
|---|---|---|
| Allocation | How much of the transaction is matched to other transactions, such as a payment matched to an invoice | Filled green dot: fully allocated. Yellow dot: partly allocated. Empty dot: unallocated. |
| Transaction Date | The transaction date. For a payment, this is the date the payment was received. | Used by the date-range filter |
| Status | Where the transaction stands | See "Statuses" below. |
| Client Number | The client ID the transaction belongs to | — |
| Client Name | The client the transaction belongs to | — |
| Transaction Type | The kind of transaction | See "Transaction types" below. |
| Note | A note recorded with the transaction | — |
| Debit Amount | The amount of a transaction that increases what the client owes | Filled for invoices, debit memos and other debit transactions. Empty for payments and credits. |
| Credit Amount | The amount of a transaction that reduces what the client owes | Filled for payments, write-offs and credit adjustments. Empty for debits. |
| Payment Method | How a payment was made | CREDIT, ACH, DEBIT or CHECK |
| Reference ID | An external reference, such as a check number or a payment processor ID | — |
| Deposit Date | The date the payment was deposited | — |
| Balance | The outstanding balance remaining on this transaction | Pinned to the far right |
In Debit Amount and Credit Amount, an empty cell means the column doesn't apply to that transaction. An amount of zero shows as a currency value.
Each movable column header has options for changing the column view. You can't group the list by a column.
Transaction types
| Type | What it records | Amount column |
|---|---|---|
| Invoice | An invoice issued to the client | Debit Amount |
| Payment | A payment you recorded, one the client made online or an engagement prepayment | Credit Amount |
| Write off | A balance your firm has approved not to collect | Credit Amount |
| Credit adjustment | A credit that corrects a billing error or gives a courtesy discount | Credit Amount |
| Debit memo | Holds an invoice payment that was paid outside of Aiwyn that failed or bounced | Debit Amount |
| Late fee | A late fee created manually in Aiwyn or imported from the practice management system. Transaction Type shows your firm's name for late fees. | Debit Amount |
Engagement prepayments appear as Payment. Disputes don't appear on the Transactions list.
Late fees appear in this list because they're debit AR transactions. Credit card processing fees, international card fees and refunds don't appear as separate transaction rows. Payment fees appear as columns on the Payment History tab, where each payment is split into Principal, Processing Fee, International Card Fee and Late Fee.
For the fields on write-offs, credit adjustments and debit memos, see Invoice correction transaction reference.
Statuses
The Status column shows a coloured badge. Status labels and colours depend on the transaction type, so rely on the label and transaction type together.
Invoices
| Status | Badge colour | Meaning |
|---|---|---|
| Sent | Yellow | The invoice has been emailed or printed. |
| Overdue | Red | The invoice due date has passed. |
| Paid | Green | The invoice has been paid in full. |
| Reversed | Red | The invoice was reversed through the portal. Only unpaid invoices can be reversed. |
Payments
| Status | Badge colour | Meaning |
|---|---|---|
| Sent | Gray | An engagement prepayment has been created and sent. It remains Sent until the client pays it, the engagement start date passes or the engagement is deactivated. |
| Pending | Yellow | The payment is waiting to be deposited in the bank. |
| Paid | Gray | The payment has cleared and been deposited. |
| Completed | Green | The payment was posted to Aiwyn manually, such as a check or wire transfer. |
For an engagement prepayment, Sent changes to Paid when the client pays, Overdue when the engagement start date passes or Canceled when the engagement is deactivated.
Credit adjustments, debit memos and write-offs
| Status | Badge colour | Meaning |
|---|---|---|
| Issued | Green | The adjustment, memo or write-off has been applied to the client's balance. |
Actions
This table names the actions available from the list. For steps, see the related articles.
| Action | Where it appears | What it does |
|---|---|---|
| New transaction | Top-right corner. Its menu (▾) lists Payment..., Write-off..., Credit adjustment... and Debit memo.... | Opens a form to record that transaction. See Record and allocate payments, Record adjustments, memos and write-offs and New Payment field reference. |
| Share payment link | Top-right corner of the Accounts Receivable page | Opens the Share payment link window. See Quick Payment Link field reference. |
| Refund | Not available on the Transactions list | Refunds are issued from the Payment History tab through Actions (⋯) → Issue Refund. The original payment changes to Reversed; a separate refund row isn't added. See Payment history and payment plans reference. |
| Reverse an invoice | Not available on the Transactions list | Reverse the invoice from the Invoices tab. The transaction then appears here as Invoice with a red Reversed status. |
| Record non-sufficient funds | Not available as an action on the Transactions list | When you create a debit memo for a failed or bounced payment made outside Aiwyn, that debit memo appears in this list. |
| Delete | Not available | You can't delete a transaction. |
Export
| Item | Detail |
|---|---|
| Control | Export, in the top-right corner of the list |
| Format | CSV file |
| Contents | All transactions remaining after any on-screen filters are applied |
| Columns | All columns currently shown on screen |
| Row limit | None |
Defaults and limits
- Transactions is the tab that opens when you select Accounts Receivable.
- When the list opens, it shows the past year of transactions based on Transaction Date.
- The list doesn't have a status filter.
- You can't delete a transaction. A corrected transaction stays in the list with its updated status, such as Reversed.
Related
- Work with the transactions list
- Record and allocate payments
- Record adjustments, memos and write-offs
- Invoice status reference
- Invoice correction transaction reference
- New Payment field reference
- Quick Payment Link field reference
- Payment history and payment plans reference
- How allocation determines a client's true outstanding balance
- Why AR transactions are corrected, not deleted
- How to change a sent invoice