Accounts Receivable in Pavo

Accounting > Accounts Receivable in Pavo shows what your customers owe and the money and credits they've given you. It shows the A/R records kept in OMS, plus the card and ACH charges Pavo runs through Pavo Payments.

Before you start: Invoice Payments, S/O Deposits, Receipts, Credits and Other A/R Entries appear only when your company is connected to OMS Server or OMS Cloud. If a list is missing, contact Support whether you have access to Payments (or to Invoices, for Outstanding Invoices).

Where your A/R data comes from

OMS stays your system of record. Pavo copies invoices, payments, deposits, receipts and credits from OMS and keeps them up to date. Anything entered in OMS shows up in Pavo.
Payments you receive in Pavo go to OMS. When you record a check or charge a card in Pavo, Pavo sends the payment to OMS. Don't enter it again in OMS, or the customer will be credited twice.
Banks are kept in OMS. The Bank # you pick when recording a payment comes from OMS's Bank File (see Banks below).

The Accounts Receivable sidebar

The Receive payment button sits at the top of the sidebar. See Receive a payment in Pavo for the steps.

Below it, the lists are in two groups.

Receivables

These are A/R records as OMS keeps them.

List	What it shows
Outstanding Invoices	Invoices that still have a balance due.
Invoice Payments	Payments applied directly to invoices, e.g., checks, cards, ACH, wires.
S/O Deposits	Prepayments a customer made on a sales order, how much has been applied to invoices since, and what's left.
Receipts	Money received that wasn't applied to an invoice when it came in, plus whatever has been applied since. For example, a check that arrived before its invoice existed.
Credits	Credit memos: amounts you owe the customer and can apply to their invoices.
Other A/R Entries	Charge offs, debit memos, refunds and other adjustments to customer accounts. Entries Pavo can't place in another list also appear here.

Payment Processing

These are transactions that went through your payment gateway.

List	What it shows
Charges	Card and ACH charges Pavo ran through your payment gateway, with their gateway status.
Payment Links	Links you sent customers so they can pay invoices or orders online.

A card payment usually appears twice: once under Charges, as the gateway transaction, and once under Invoice Payments or S/O Deposits, both as the A/R record in OMS.

Amounts on S/O Deposits, Receipts and Credits

S/O deposits, receipts and credits are applied to invoices over time. So every row shows the original amount and how much is left:

Amount (Credit Amount on Credits): the original amount.
Unapplied Amount on Receipts, Available Credit on Credits, Pending Amount on S/O Deposits: what's still left to apply.

Click a row to open its detail. The detail shows:

Applied to Invoices: the total applied so far.
Invoice Applications: each invoice the document was applied to, with the date and amount.
Other Activity: any refunds, charge offs or adjustments that also reduced the document.
View Charge: shown when the money came in through your payment gateway. It opens the matching row under Charges.

Pavo works out the remaining amount the same way OMS works out the document's balance, so the two should agree. If they don't, see Review Balance under Statuses below.

Statuses

S/O deposits, receipts and credits get a status worked out from their amounts. OMS often leaves a document marked "open" even after it has been fully applied, so the status in Pavo is the more reliable one.

Status	Meaning
Unapplied	Nothing applied yet; the full amount is still available.
Partially Applied	Some has been applied to invoices and some is left.
Fully Applied	All of it has been applied to invoices.
Refunded	Nothing is left because the remainder was refunded to the customer.
Charged Off	Nothing is left because the remainder was charged off.
Adjusted	Nothing is left because of adjustments (or a mix of refunds, charge offs and adjustments).
No Remaining Balance	Nothing is left, but it wasn't applied to invoices and no refund or adjustment explains why. Check the document in OMS.
Review Balance	The amounts don't add up, for example the applied amount is negative. Check the document in OMS, and contact support if OMS looks right.
Balance Unavailable	Pavo hasn't worked out the amounts for this document yet. It usually clears after the next sync.
Void / Deleted	The document was voided or deleted in OMS.

Turn on Hide Fully Applied in the search menu to see only documents that still have money left on them.

Searching

Every list has the same search menu. You can search by:

date range
document number
customer (ID or name)
amount (equal to, at least, at most or between)

Some lists add their own fields:

S/O Deposits, Receipts and Credits: status and Hide Fully Applied.
S/O Deposits and Receipts: card or check number (Card / Check #).
S/O Deposits: S/O #.
Receipts: OMS # and Bank #.
Invoice Payments: Bank #.

Each list remembers the search fields you chose.

Banks

Accounting > Banks lists the banks from OMS's Bank File: number, name, account type, the last four digits of the account, G/L account, and whether the bank still exists in OMS.

The page is read-only:

To add or change a bank, do it in OMS's Bank File.
Then run Sync Banks in Settings > Server to bring the change into Pavo.

The equivalent windows between OMS and Pavo:

In OMS	In Pavo
Outstanding Invoice Inquiry	Outstanding Invoices
Payment Transaction (payments applied to invoices)	Invoice Payments
Sales Order Pre-Payment Entry / Inquiry	S/O Deposits
Miscellaneous Payment Entry: receipts	Receipts
Miscellaneous Payment Entry: credit memos and customer credits	Credits
Miscellaneous Payment Entry: charge offs, debit memos, refunds, adjustments	Other A/R Entries
Bank File	Accounting > Banks (read-only)
Document balance	Unapplied Amount / Available Credit / Pending Amount

Common questions

Pavo says Fully Applied, but OMS shows the receipt as open. Which is right? Pavo. OMS often leaves the document's status open after it has been used up. Pavo's status comes from the amounts actually applied.

I recorded a payment in Pavo. Do I need to enter it in OMS too? No. Pavo sends it to OMS. Entering it again would credit the customer twice.

How do I apply an existing credit memo to an invoice? Open the invoice, click Add Payment... in its Payments card, choose Other, then select Credit Memo and enter the credit memo #. The Receive payment page doesn't offer credit memos, because applying a credit doesn't bring in money.

Why is a bank missing from the Bank # list? The list comes from OMS's Bank File. Add the bank in OMS and it should show up in Pavo.