Quote to cash

In one sentence

Send a quotation, convert it to an invoice once the customer accepts, post the invoice (which writes the journal for you), then record the payment against it — no manual journal entry anywhere in the chain.

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1. The chain at a glance

Step	You do	The system does	Document status
1	Create a quotation	Saves a draft; nothing hits the ledger	Draft
2	Click Send	Records it as sent	Sent
3	Customer agrees — click Accept	Marks it accepted	Accepted
4	Click Convert to invoice	Builds a draft invoice from the quote lines and jumps to Invoices	Quotation: Converted
5	Review, then Send & Post	Assigns the formal invoice number and posts the journal	Sent
6	Money arrives — record a receipt	Posts the receipt journal and updates the invoice	Partial / Paid

Step 5 is the point of no return

Before Send & Post an invoice is a draft you can freely edit or delete. Once posted it has a formal number and a journal behind it, so it can only be voided (which posts a reversing journal) — never edited.

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2. Quotations

Fig. 01-quotations

Pick the customer, set the issue date and validity date, then add the line items. Available actions depend on status:

• Draft — Edit / Send / Delete
• Sent — Accept
• Accepted — Convert to invoice
• Converted / Expired — no actions

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3. Raising an invoice

1

Pick the customer first; create one under Contacts if the list is empty

2

Fill one line per item; enter unit price in dollars, stored in cents

3

SR = standard-rated 9%, ZR = zero-rated, ES = exempt

Fig. 02-invoice-form

Field	Notes
Customer	Only contacts of kind customer under this client are listed
Issue / due date	The due date cannot precede the issue date; it drives aging buckets
Line items	Description, quantity, unit price (dollars), revenue account, GST code
InvoiceNow	Marks the invoice for the Peppol network (demo flag for now)

Subtotal, GST and total update live at the bottom right. For "2 × $150 at SR": subtotal $300.00, GST 9% = $27.00, total $327.00.

Fig. 03-invoices-list

The three cards above the list show outstanding, overdue, and invoiced-this-month totals.

The journal produced by Send & Post

For a $436.00 invoice (subtotal $400 + GST $36):

Account	Debit	Credit
1100 Trade receivables	436.00
4000 Sales revenue		400.00
2200 GST control (output)		36.00

Debits equal credits, the journal is posted immediately, and the figures reach the reports right away.

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4. Revenue recognition: deferred tuition and net disbursements

Each invoice line has one of three recognition methods:

Method	Use it for	When the invoice is posted
Immediate	Retail, F&B, and one-off services	Credits the selected revenue account immediately
Over time	Annual tuition, subscriptions, and retainers	Credits 2250 Deferred Revenue and creates monthly periods over the service dates
Disbursement	Government fees collected for a client	Credits 2260 Funds Held on Behalf; it is not revenue and its GST code is locked to ES

Processing annual tuition

Choose Over time on the invoice line, enter the service start and end dates, then send and post as usual. GST is recognised in full on the invoice date, while the net tuition stays deferred. For S$12,000 of annual tuition plus 9% GST:

Point in time	Automatic journal
Invoice posted	Dr 1100 Receivables S$13,080; Cr 2250 Deferred Revenue S$12,000; Cr 2200 GST S$1,080
Each monthly recognition	Dr 2250 Deferred Revenue S$1,000; Cr Tuition Revenue S$1,000

Go to Books → Sales & AR → Revenue recognition, select a month, review the pending preview, then click Recognise revenue. KaiderBooks posts every still-pending period due through that month; running the same month again does not duplicate journals. The deferred revenue table reconciles schedule balances to account 2250. Treat the Reconciled result as the control that both sides agree.

Check the period lock first

Each period posts on that month's final day. If a target month is locked, the whole recognition batch is rejected without partial posting. Resolve the lock rather than bypassing the schedule with a manual journal.

Why an agency disbursement is not revenue

Split the service commission and government fee into separate lines. Use Immediate with SR for the commission, and Disbursement with ES for the government fee. On a S$2,000 commission plus S$800 collected for the government, only S$2,000 reaches revenue; S$800 remains in account 2260 until paid or settled.

Voiding an over-time invoice cancels its schedule, reverses every recognised period, and cancels the remaining periods. Do not add a separate manual reversal, which would duplicate the correction.

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5. Receipts and allocation

1

Choosing the customer lists all their unpaid invoices below

Fig. 04-receipt-modal

Choosing a customer lists every sent or partially paid invoice they have. Ticking one fills the amount with its outstanding balance; lower it for a partial payment.

Field	Notes
Method	PayNow / Bank transfer / Cheque / Cash / Card
Bank account	Leave empty to use the default cash account (1000)
Reference	The bank reference — useful later during reconciliation

Two totals sit at the bottom: the receipt total (sum of ticked amounts) and the unallocated balance. If the latter turns red you have over-allocated and the confirm button stays disabled.

After posting, the invoice's paid amount updates, its status becomes Partial or Paid, and AR aging drops accordingly.

Recorded the wrong amount?

Click Void on the receipt: the system reverses the receipt journal, rolls the allocation back, and returns the invoice to Sent. Every original record stays for audit.

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6. Aging dashboard

Fig. 05-ar-aging

One row per customer, split into four buckets by days overdue (0–30 / 31–60 / 61–90 / 90+). Rows with anything in 90+ turn red, and a reminder button sits on the right.

The data comes from invoices in Sent or Partial status, so a customer disappears from the list once fully paid.

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Next: Purchases and payments →