What is Receivables Report?

The Receivables Report helps you track all outstanding payments from your customers. It automatically calculates unpaid balances from stock out transactions, giving you a clear overview of who owes you money and how much.

This feature is essential for businesses that:

• Sell on credit or partial payment terms
• Need to follow up on outstanding invoices
• Want to monitor customer payment history
• Require accurate cash flow forecasting

How Receivables Work

When you record a stock out (sale), Kelola automatically tracks the payment status:

Automatic Balance Calculation

• Full Payment – Transaction is marked as paid, no balance remains
• Partial Payment – The remaining amount automatically appears in the Receivables Report
• No Payment – The full transaction amount is recorded as receivable

Real-Time Updates

The Receivables Report updates instantly whenever you:

• Record a new stock out with partial/unpaid amount
• Receive a payment from a customer
• Adjust payment amounts on existing transactions

How to View Receivables Report

Follow these steps to access your receivables:

Step 1: Access Reports

1. Open the Kelola.co app or website
2. From the main dashboard, select “Reports”
3. The Receivables Report option is located alongside other reports (Stock Report, Financial Report, Customer Report)

Step 2: View Receivables Report

1. Tap “Receivables Report” from the reports list
2. The report displays all customers with outstanding balances

Step 3: Understand the Report

Each entry in the Receivables Report shows:

• Customer Name – Who owes the payment
• Total Outstanding – Total unpaid amount across all transactions
• Transaction Count – Number of unpaid transactions
• Last Transaction Date – Most recent sale date

Step 4: View Customer Details

Tap on any customer to see:

• Complete list of unpaid transactions
• Individual transaction amounts
• Original transaction dates
• Amount already paid vs. remaining balance

Managing Receivables

Recording Payments

When a customer pays their outstanding balance:

1. Go to the Receivables Report
2. Tap on the customer name
3. Select the specific transaction they are paying
4. Tap “Record Payment”
5. Enter the payment amount (can be partial or full)
6. Select payment date and method
7. Save – the balance will update automatically

Following Up on Overdue Payments

Use the Receivables Report to:

• Identify customers with long-outstanding balances
• Export the report for accounting or collection purposes
• Plan your cash flow based on expected collections

Best Practices for Managing Receivables

Set Clear Payment Terms

• Establish payment terms before making sales
• Communicate due dates clearly to customers
• Consider offering early payment discounts

Regular Monitoring

• Check the Receivables Report weekly
• Follow up promptly on overdue accounts
• Keep detailed notes on payment agreements

Accurate Recording

• Always record payments immediately when received
• Use partial payment feature correctly to maintain accurate balances
• Review and reconcile receivables regularly

Related Features

Stock Out with Payment Options

The Receivables Report works directly with the Stock Out feature. Learn more about recording sales with full or partial payment options in the Stock Out guide.

Customer Reports

View complete customer transaction history and payment patterns in the Customer Report.

Need Help?

If you have questions about managing receivables or recording payments, please contact our support team through the Contact Us button in the Kelola app.