Accounts Receivable Transactions

1. Actions: The following actions can be taken for the Invoice:
   • Receive Payment: Initiates the process to create a Payment for the Invoice. The Add Payment page when accessed through this method will automatically fill in the Customer information based on the Invoice and will have the Invoice preselected in order to apply the Payment once created. Once the Payment has been created a relationship between the Payment and Invoice will be set.
   • Credit Memo: Opens the Add Credit Memo page with the Customer information and Items automatically entered that were listed on the Invoice. Once the Credit Memo has been saved a relationship will be set between the Credit and the Invoice.
   • Apply Credit: Opens the Apply Credits page which will list any open Credit Memos or open Payments that the Customer currently has. One or multiple Credit Memos or Payments can be selected in order to apply them to the Invoice. Once the existing Credit Memo or Payment has been applied a relationship between the Credit Memo or Payment and Invoice will be set.
   • Copy: Initiates the process to create a new Invoice with fields and Items prefilled in based on the Invoice you are making a copy from. Information on the new Invoice can be edited before saving and creating the new Invoice.
   • Void Invoice: Moves the Invoice into a Voided status. Voided transactions can be viewed from the Transactions List and updating the Voided Status search filter to has been Voided.
2. Share: The following options are available to share a link to the Invoice after it has been created:
   • Internal Link: Copies a direct link to the Invoice that only logged in Employees with the appropriate permissions can access and view.
   • Customer Portal Link: Copies a direct link to the Invoice in the Customer Portal that can be given to the Customer’s Contacts in order for them to access the transaction quickly and easily.
3. Email: Opens the Compose Email popup which will have Contacts preselected based on the Invoice / Credit Memo Notification section from the Customer’s AR Notifications page. The email that can be sent from the Invoice will have information listed regarding the transaction. An Edit option is available which allows additional informational text to be added before the email is sent. Learn more about setting up notifications for specific Contacts by reviewing the Customer/Vendor Settings section from our Customer/Vendor Management Guide.
4. Print: Allows the user to print a PDF copy of the Invoice based on the Invoice Printable Formats that are created within the settings. Learn more about creating transaction printable formats by reviewing the Printable Formats section from our Accounts Receivable Setup Guide.
5. Attachments: Houses any attachments that have been stored with the Invoice with the option to attach additional documents as needed. A blue dot will indicate if attachments have been uploaded and saved with the Invoice.
6. Related To: Opens the Transactions Related To Invoice popup which will list any orders or transactions that have been related to the Invoice. This popup will list the order or transaction date, a hyperlink to quickly access the related transaction, and the total dollar amount.
7. Applied Credits/Payments: Opens the Applied Credits/Payments page which will list any Credit Memos and Payments that have been applied and related to the Invoice. This popup will list the transaction type, transaction number which is hyperlinked to quickly access, the total amount, the transaction date, and an option to Un-apply. By selecting Un-apply, you can sever the link between a Payment or Credit Memo and an Invoice. This action keeps the Credit Memo or Payment as an active, open transaction rather than voiding it.
8. Discussions: Navigates to the Discussions section at the bottom of the Invoice which houses active or past Discussions with an option to begin a new Discussion.
9. Posting Journal: Opens the Posting Journal popup which shows the Credits and Debits for the Invoice based on the Items selected. This popup will have a toggle option to view this information in either Accrual or Cash Basis.
10. History: Navigates to the Invoice History page which gives a visual representation of all the changes that have been made to the Invoice. The user who made the changes will be logged along with the date and time it occurred. To learn more about the Invoice History page, review the Invoice History subsection below.
11. Audit Log: Opens the Audit Log popup which gives a list view of all the changes that have been made to the Invoice rather than a visual representation that the History option gives.

1. Customer: Lists the Customer who is related to the Invoice. Hovering over the Customer name will give you the options to Go To in order to access the Customer’s profile, view the AR Summary of the Customer which will open as a popup, and the ability to use the quick add option to add a new customer without leaving the Invoice page.
2. Bill To / Ship To: Fields that allows the user to select the Bill To and the Ship To locations for the Invoice. A checkbox is available for Update default Bill To and Ship To which will set the selected locations as the defaults for the Customer for future transactions. This can also be updated from the Customer’s profile. A link is available in this section to enter any Tracking Information that may be useful to store with the Invoice.
   • Note: Customer/Vendor address changes will not reflect on existing transactions, only new transactions after the address change was made.
3. Sales Order: An optional field to relate the Invoice to any existing Sales Orders that has been created for the Customer. Selecting a Sales Order here will create a relationship between the Order and Invoice and will result in the Sales Order being listed in the Related To button from the Invoice Actions Menu.
4. Sales Rep: The logged in user will automatically be set within the Sales Rep field on the Invoice. This can be changed as needed before or after saving the Invoice.
5. Open Balance / Receive Payment: This area will house information including the amount that is currently open on the Invoice and when payment should be due for the transaction. A Receive Payment button will also be available if there is an open amount on the Invoice in order to easily navigate to the Add Payment page which will have the Invoice information prefilled out.
6. Date / Due Date: Lists the Invoice date and the Invoice due date. The due date will be calculated based on the payment terms that are selected on the Invoice. Changing the Due Date field will also update the Payment Terms field to either a different payment term or to Custom if the due date does not fall within the payment term selected.
7. Invoice #: Lists the transaction number for the Invoice. This field can be overridden as needed.
8. Payment Terms: Determines how long after the Invoice date that the Invoice should be considered due. Changing this field will also update the Due Date field accordingly.
9. Format: The printable format selected in this field will determine which Invoice format will be displayed to the Customer when they view the Invoice in the Customer Portal. If the To Be Printed option is toggled on, this format will also be used when using the Invoice Printing Queue. Learn more about creating transaction printable formats by reviewing the Printable Formats section from our Accounts Receivable Setup Guide.
10. Memo: A text field which any memo or notes can be added to be stored with the Invoice.
11. To Be Printed: Checking this option on will send the Invoice to the Invoice Printing Queue which allows Invoices to be printed in bulk from the system.
12. Set as Recurring: Opens the Recurrence Settings popup which determines how often the Invoice should reoccur, any lead time, and the person who is responsible for the recurring Invoice.
    • Note: Scheduling recurring transactions within a closed period is restricted to users who hold the “Transactions prior Closing Date – Edit” permission included in their User Role.

• Open Balance
• Open Payments
• Open Credits
• Credit Limit

1. Options: The following options are available for the Items selected on an Invoice:
   • Add Unbilled Items: Items that were marked as billable on other transactions for the selected Customer can be added to the Invoice by using the Add Unbilled Items opinion in this dropdown menu.
   • Group by Item Type: Creates groups for the Items listed on the Invoice based on the Item Type.
   • Group by Item Category: Creates groups for the Items listed on the Invoice based on the category selected on the Item Info page.
   • Custom Group: Opens the Add Group popup which allows the user to name the group and select which Items should be included in the group.
   • Manage Groups: Opens the Manage Line Item Groups popup which gives the options to add a new group, remove existing groups, rename groups, and rearrange the order of the groups as they will be listed on the Invoice.
   • Remove all Groups: Removes all the groups that have been added to the Items section on the Invoice.
2. Scan Barcode: Gives the option to add Items to the Invoice by scanning the Item’s barcode rather than selecting it from a list.
3. Quick Add: Initiates the process to create a new Item and opens the Add Item popup. This feature is convenient as it will create a new Item in the system without having to leave the Invoice page.
4. Search: Opens the Search and Add Items popup which gives the option to search through the Items directory and multi-select Items that should then be added to the Invoice.
5. Item: Lists the Items that have been added to the Invoice. For Inventory or Manufactured Items an additional option will be listed under the Item name to choose the Inventory Location. The Item name will be hyperlinked once the Invoice has been saved to easily access the Item Info page.
6. Description: Shows the Item Description that has been saved with the Item Info page.
7. Qty: The quantity or amount of the Item selected that is being sold to the Customer. If the Item has a Unit of Measure associated this information will also be selectable and shown with the quantity.
   • Note: The “Invoices/Sales Receipts – Allow users to add item with no quantity on hand” permission lets authorized users add Inventory and Manufactured Items (individually or in Item Groups) to Invoices and Sales Receipts despite insufficient stock at the selected location. Users without this permission cannot save transactions if requested quantities exceed available Inventory, maintaining control while allowing flexible exceptions.
8. Unit Price: Lists the price per unit for the Item selected.
9. Amount: The total amount for the Item selected which will be determined by the quantity multiplied by the unit price.
10. S&H: The shipping and handling amount can be entered into this column to determine the shipping amount per Item selected on the Invoice. There is an option to use the Shipping & Handling Item instead of this column if the shipping for the entire Invoice should be lumped together under a single Item. However, using this column will add the total amount for shipping and handling in the Totals section.
11. Tax: Determines whether or not the Item listed on the Invoice should be considered taxable or not. The tax agency and amount will be determined by selecting the agency in the Totals section.
12. Class: A Class field is available at the top of the Items section in order to set the Class for all Items listed on the Invoice or different Classes can be determined per Item based on the Class column. The Class column will only be available if Track Class for Line Items is toggled on in the Accounting Settings page.
13. Delete: Removes the Item from the Invoice.
14. Line Item Options: Additional options available per line Item include access to View Item, Item Quick Report, and if the Item selected is an Inventory or Manufactured type of Item, then the Stock Status report.
15. Select Item: Gives a list of Items saved within the system which can be selected and added to the Invoice. The Select Item field automatically displays your most recently viewed Items at the top for quick access. If you need a specific Item, you can still search by typing its name directly into the field.
16. Total Section: The Totals section on an Invoice will include the following information:
    • Subtotal: Displays the total amount of the Invoice before the tax and shipping has been calculated into the amount.
    • Shipping & Handling: Adds the total amount that was set in the S&H column for each Item selected on the Invoice.
    • Tax: Determines the amount of tax that will be added to the Invoice. This amount will be based on which Items have been set as taxable and also the Customer’s location selected on the Invoice to determine the tax rate. Learn more about managing taxes in Striven by reviewing the Tax Setup section from our Accounting Setup Guide.
    • Total: Adds the Invoice total based on the subtotal, shipping amount, and tax amount.
    • Open Balance: Displays how much is still considered open on the Invoice and has yet to be paid.

Line Items can be dragged/dropped to rearrange them into whatever order you wish them to display on the Invoice. This sorted order will be reflected throughout the system and any changes made to the Line Item order will be noted on the History page.

And while you will be able to rearrange Line Items within an Item Group, you will not be able to drag/drop Line Items between groups when Line Item Grouping is selected on the Invoice.

1. Select Credit/Payment: Checkbox to select a specific credit or payment row which will then allow you to unapply the transaction by using the Un-apply button.
2. Type: The type of transaction (e.g., Journal Entry, Credit Memo, Payment).
3. Transaction #: The unique identification number or link for the transaction.
4. Applied Amount: The portion of the transaction amount applied to the invoice.
5. Date: The date the transaction was applied.
6. Applied By: The user who applied the credit or payment.
7. Open Balance: The remaining open balance on the transaction.
8. Total: The total amount of the transaction.

• Orange: Anything highlighted in an orange color will indicate the data entered into those areas has been changed or updated since the previous version of the Invoice.
• Green: Information or Items highlighted in a green color will indicate that it has been added to the current version of the Invoice.
• Red: Information or Items that are highlighted in a red color indicates that it has been removed from the current version of the Invoice.

• First check to see what format is selected on the related Sales Order.
• If there is no format selected on the Sales Order, then the system will check to see what format is selected on the related Sales Order Type.
• If neither the Sales Order nor the Sales Order Type specifies a format, the system will apply the sole existing format if only one is configured.
• If no format is available, a message will be shown in the email as This sales order cannot be displayed because format isn’t selected. Please contact Company Name.

1. Timeline/Thread View: Changes the view of the Discussions between Timeline and Thread View. The Thread view lists the Discussions as separate conversations, displaying the latest reply at the bottom of the list of conversations. The Timeline view displays the Discussion messages with the most recent submission at the top, regardless of which thread the message relates to.
2. Start New Discussion: Opens the New Discussion popup with the Contacts preselected based on the Invoice / Credit Memo Notification section from the Customer’s AR Notifications page.
3. Add Label: Adds a label to the Discussion thread in order to allow better organization of the Discussion Threads for the Invoice.
4. Make Visible on Portal: Controls the visibility of a Discussion Thread within the Customer/Vendor Portal. Activating this option is done by clicking the globe icon so that it turns blue. When the globe icon is gray, the Discussion remains hidden from the portal and is only viewable by internal users.
5. More: Clicking on the vertical ellipsis icon will give additional options that can take place for the Discussion Thread including the following:
   • Share Thread: Copies a direct link to view the Discussion thread that can be sent to either other Employees or the Customer Contacts. Customer Contacts will access the Discussion Thread through the Customer Portal while Employees will access the Thread through their global Discussions list.
   • Stop Replies: The Stop Replies feature can be utilized to resolve issues when a specific Discussion thread accumulates excessive unwanted emails, such as junk or spam.
   • Delete Thread: This feature allows users to entirely remove a Discussion thread if it contains incorrect or sensitive data.
6. Reply to Thread: Adds a reply to the Discussion Thread. Employees or Contacts that are included in the Discussion Thread will receive a notification regarding the new reply.
7. New Note, Comment, or Message: Creates a new Discussion Thread. By default, only the logged-in user will be the only person included on the Thread. Other Employees or Contacts can be included by tagging them using the @ symbol in addition to their name. By using the @ symbol to search for a Team name, you can tag multiple Employees simultaneously. Every Employee within that Team will then be individually listed as a tag in the Discussion Thread.

1. Search Filters: The following search filters are available to narrow results in the queue:
   • Invoice Date Range: Narrows results based on the transaction date that is entered in on the Invoice.
   • Customer: Updates the list to include only Customers selected in this search field. This search filter allows the user to multi-select in order to include more than one Customer in the results.
   • Memo: Includes Invoices in the queue to be printed that contain certain terms or phrases within the Memo field on the Invoice.
   • Show Only Transactions with an Open Balance: Will only include Invoices to be printed that still have a balance that is due.
   • Include All Invoices: Includes ALL Invoices regardless if the To Be Printed option has been toggled on within the Invoices. Invoices will remain in the queue until the Include All Invoices option is unchecked.
2. Print Log: Launches the Print Log window, which contains historical Invoice batches that have already been completed. If necessary, you can redownload these previously processed batches at any time using the Print Log functionality.
3. List of Invoices to Print: The following information is available to view for the Invoices that have been queued up to be printed:
   • Customer: Shows the Customer’s name that is associated with the Invoice. Clicking on the Customer’s name listed here will open the Customer’s profile to view more information.
   • Invoice #: Lists the transaction number for the Invoice. Clicking on the number listed here will open the Invoice in order to view the transaction.
   • Invoice Date: Lists the transaction date that was entered on the Invoice.
   • Invoice Total: Displays the total amount that has been added to the Invoice.
   • Open Balance: Only shows the amount on the Invoice that is still open and unpaid.
4. Print: Begins to process the printable version of the Invoices that have been selected in the queue. Once the Print button has been clicked, it will take a few minutes to receive an email which will have a PDF attachment that includes all the Invoices as printable formats.
5. Remove from Queue: Removes the Invoice from the queue so it is not processed. Using this option will uncheck the option on the Invoice for To Be Printed. To move it back to the printing queue, navigate to the Invoice and reselect the To Be Printed option and click Save.

1. Actions: The following actions can be taken for the Credit Memo:
   • Apply to Invoices: Navigates to the Apply to Invoices page in order to select open Invoices that the Credit Memo can be related to and applied to.
   • Give a Refund: Rather than applying the Credit Memo to an open Invoice, the amount on the Credit Memo can be given back to the Customer as a refund.
   • Copy: Initiates the process to create a new Credit Memo with fields and Items prefilled in based on the Credit Memo you are making a copy from. Information on the new Credit Memo can be edited before saving.
   • Void Credit Memo: Moves the Credit Memo into a Voided status. Voided transactions can be viewed from the Transactions List and updating the Voided Status search filter to has been Voided.
2. Share: The following options are available to share a link to the Credit Memo after it has been created:
   • Internal Link: Copies a direct link to the Credit Memo that only logged in Employees with the appropriate permissions can access and view.
   • Customer Portal Link: Copies a direct link to the Credit Memo in the Customer Portal that can be given to the Customer’s Contacts in order for them to access the transaction quickly and easily.
3. Email: Opens the Compose Email popup which will have Contacts preselected based on the Invoice / Credit Memo Notification section from the Customer’s AR Notifications page. The email that can be sent from the Credit Memo will have information listed regarding the transaction. An Edit option is available which allows additional informational text to be added before the email is sent. Learn more about setting up notifications for specific Contacts by reviewing the Customer/Vendor Settings section from our Customer/Vendor Management Guide.
4. Print: Allows the user to print a PDF copy of the Credit Memo based on the Credit Memo Printable Formats that are created within the settings. Learn more about creating transaction printable formats by reviewing the Printable Formats section from our Accounts Receivable Setup Guide.
5. Attachments: Houses any attachments that have been stored with the Credit Memo with the option to attach additional documents as needed. A blue dot will indicate if attachments have been uploaded and saved with the Credit Memo.
6. Related To: Opens the Transactions Related To Credit Memo popup which will list any orders or transactions that have been related to the Credit Memo. This popup will list the order or transaction date, a hyperlink to quickly access the related transaction, and the total dollar amount.
7. Applied Credits/Payments: Opens the Credit Applied page which will list any Invoices that have been related to the Credit Memo. This popup will also list the Invoice Total, Open Balance, Amount Applied, and Applied By. Invoices listed in this popup can be selected and then the Un-Apply Credit button can be used to remove the Credit Memo from the Invoice. This will keep the Credit Memo open to be applied or refunded at a later date.
8. Discussions: Navigates to the Discussions section at the bottom of the Credit Memo which houses active or past Discussions with an option to begin a new Discussion.
9. Posting Journal: Opens the Posting Journal popup which shows the Credits and Debits for the Credit Memo based on the Items selected. This popup will have a toggle option to view this information in either Accrual or Cash Basis.
10. History: Navigates to the Credit Memo History page which gives a visual representation of all the changes that have been made to the Credit Memo. The user who made the changes will be logged along with the date and time it occurred. To learn more about the Credit Memo History page, review the Credit Memo History subsection below.
11. Audit Log: Opens the Audit Log popup which gives a list view of all the changes that have been made to the Credit Memo rather than a visual representation that the History option gives.

1. Customer: Lists the Customer who is related to the Credit Memo. Hovering over the Customer name will give you the options to Go To in order to access the Customer’s profile, view the AR Summary of the Customer which will open as a popup, and the ability to use the quick add option to add a new customer without leaving the Credit Memo page.
2. Bill To / Ship To: Fields that allows the user to select the Bill To and the Ship To locations for the Credit Memo. A checkbox is available for Update default Bill To and Ship To which will set the selected locations as the defaults for the Customer for future transactions. This can also be updated from the Customer’s profile.
3. Tags: This area will display an Applied tag if the full amount of the Credit Memo has been processed. If there is any open amount on the Credit Memo, the open amount will be listed along with an Apply action button to begin processing the Credit Memo.
4. Date: Lists the transaction date for the Credit Memo.
5. Credit Memo #: Lists the transaction number for the Credit Memo. This field can be overridden as needed.
6. Sales Order: An optional field to relate the Credit Memo to any existing Sales Orders that has been created for the Customer. Selecting a Sales Order here will create a relationship between the Order and Credit Memo and will result in the Sales Order being listed in the Related To button from the Credit Memo Actions Menu.
7. Memo: A text field which any memo or notes can be added to be stored with the Credit Memo.
8. Set as Recurring: Opens the Recurrence Settings popup which determines how often the Credit Memo should reoccur, any lead time, and the person who is responsible for the recurring Credit Memo.
   • Note: Scheduling recurring transactions within a closed period is restricted to users who hold the “Transactions prior Closing Date – Edit” permission included in their User Role.

The Customer Financial Cards will include the following:

• Open Balance
• Open Payments
• Open Credits
• Credit Limit

1. Scan Barcode: Gives the option to add Items to the Credit Memo by scanning the Item’s barcode rather than selecting it from a list.
2. Quick Add: Initiates the process to create a new Item and opens the Add Item popup. This feature is convenient as it will create a new Item in the system without having to leave the Credit Memo page.
3. Item: Lists the Items that have been added to the Credit Memo. For Inventory or Manufactured Items an additional option will be listed under the Item name to choose the Inventory Location. The Item name will be hyperlinked once the Credit Memo has been saved to easily access the Item Info page.
4. Description: Shows the Item Description that has been saved with the Item Info page.
5. Qty: The quantity or amount of the Item selected that is being credited to the Customer. If the Item has a Unit of Measure associated this information will also be selectable and shown with the quantity.
6. Unit Price: Lists the price per unit for the Item selected.
7. Amount: The total amount for the Item selected which will be determined by the quantity multiplied by the unit price.
8. S&H: The shipping and handling amount can be entered into this column to determine the shipping amount per Item selected on the Credit Memo. There is an option to use the Shipping & Handling Item instead of this column if the shipping for the entire Credit Memo should be lumped together under a single Item. However, using this column will add the total amount for shipping and handling in the Totals section.
9. Tax: Determines whether or not the Item listed on the Credit Memo should be considered taxable or not. The tax agency and amount will be determined by selecting the agency in the Totals section.
10. Class: A Class field is available at the top of the Items section in order to set the Class for all Items listed on the Credit Memo or different Classes can be determined per Item based on the Class column. The Class column will only be available if Track Class for Line Items is toggled on in the Accounting Settings page.
11. Delete: Removes the Item from the Credit Memo.
12. Line Item Options: Additional options available per line Item include access to View Item, Item Quick Report, and if the Item selected is an Inventory or Manufactured type of Item, then the Stock Status report.
13. Select Item: Gives a list of Items saved within the system which can be selected and added to the Credit Memo. The Select Item field automatically displays your most recently viewed Items at the top for quick access. If you need a specific Item, you can still search by typing its name directly into the field.
14. Total Section: The Totals section on a Credit Memo will include the following information:
    • Subtotal: Displays the total amount of the Credit Memo before the tax and shipping has been calculated into the amount.
    • Shipping & Handling: Adds the total amount that was set in the S&H column for each Item selected on the Credit Memo.
    • Tax: Determines the amount of tax that will be added to the Credit Memo. This amount will be based on which Items have been set as taxable and also the Customer’s location selected on the Credit Memo to determine the tax rate. Learn more about managing taxes in Striven by reviewing the Tax Setup section from our Accounting Setup Guide.
    • Total: Adds the Credit memo total based on the subtotal, shipping amount, and tax amount.
    • Remaining Credit: Calculates the total amount on the Credit Memo that is still considered open and has not been applied to an Invoice or given as a refund.

Line Items can be dragged/dropped to rearrange them into whatever order you wish them to display on the Credit Memo. This sorted order will be reflected throughout the system and any changes made to the Line Item order will be noted on the History page.

1. Select Invoice/Journal Entry: Checkbox to select a specific invoice or journal entry row which can then be unapplied from the Credit Memo using the Un-apply Credit button at the bottom of the page.
2. Type: The type of transaction (e.g., Journal Entry, Invoice).
3. Transaction #: The unique identification number or link for the transaction.
4. Applied Amount: The portion of the credit amount applied.
5. Date: The date the credit was applied.
6. Applied By: The user who applied the credit.
7. Open Balance: The remaining open balance on the transaction.
8. Total: The total amount of the transaction.

The Credit Memo History page will display changes made using the following indicators:

• Orange: Anything highlighted in an orange color will indicate the data entered into those areas has been changed or updated since the previous version of the Credit Memo.
• Green: Information or Items highlighted in a green color will indicate that it has been added to the current version of the Credit Memo.
• Red: Information or Items that are highlighted in a red color indicates that it has been removed from the current version of the Credit Memo.

1. Timeline/Thread View: Changes the view of the Discussions between Timeline and Thread View. The Thread view lists the Discussions as separate conversations, displaying the latest reply at the bottom of the list of conversations. The Timeline view displays the Discussion messages with the most recent submission at the top, regardless of which thread the message relates to.
2. Start New Discussion: Opens the New Discussion popup with a field to select which recipients should be included on the Discussion. Recipients can include Employees or Contacts of the Customer selected on the transaction.
3. Add Label: Adds a label to the Discussion thread in order to allow better organization of the Discussion Threads for the Credit Memo.
4. Make Visible on Portal: Controls the visibility of a Discussion Thread within the Customer/Vendor Portal. Activating this option is done by clicking the globe icon so that it turns blue. When the globe icon is gray, the Discussion remains hidden from the portal and is only viewable by internal users.
5. More: Clicking on the vertical ellipsis icon will give additional options that can take place for the Discussion Thread including the following:
   • Share Thread: Copies a direct link to view the Discussion Thread that can be sent to either other Employees or the Customer Contacts. Customer Contacts will access the Discussion Thread through the Customer Portal while Employees will access the thread through their global Discussions list.
   • Stop Replies: The Stop Replies feature can be utilized to resolve issues when a specific Discussion thread accumulates excessive unwanted emails, such as junk or spam.
   • Delete Thread: This feature allows users to entirely remove a Discussion thread if it contains incorrect or sensitive data.
6. Reply to Thread: Adds a reply to the Discussion Thread. Employees or Contacts that are included in the Discussion Thread will receive a notification regarding the new reply.
7. New Note, Comment, or Message: Creates a new Discussion Thread. By default, only the logged-in user will be the only person included on the thread. Other Employees or Contacts can be included by tagging them using the @ symbol in addition to their name. By using the @ symbol to search for a Team name, you can tag multiple Employees simultaneously. Every Employee within that Team will then be individually listed as a tag in the Discussion Thread.

1. Search Filters: The following search filters are available to narrow down the Invoices listed here:
   • Invoice Number: Narrows results in the list based on a specific Invoice number.
   • Amount: Searches through Invoices that have a specified amount in the Amount column listed.
   • Due Date Range: Narrows results based on the Due Date column listed.
2. Select Invoices: Check the appropriate boxes within this column to choose the specific Invoices to which the Credit Memo will be applied.
3. Invoices: Lists the Invoice number. Clicking on the Invoice number will open the Invoice page to view more details.
4. Journal Entry Tag: If the transaction listed has a Journal Entry tag, this indicates a Journal Entry has an Accounts Receivable type of account selected and has an amount that is being debited to the AR Account and therefore acting as an Invoice.
5. Sales Order: If there is a Sales Order related to the Invoice, it will be listed in this column. Clicking on the Sales Order number and name will open the Sales Order to view more information.
6. Due Date: Lists the due date entered on the Invoice.
7. Amount: Shows the total amount that is on the Invoice.
8. Open Balance: Calculates how much of the Invoice is open and has not been paid or credited.
9. Amount to Apply: This column shows the amount that is being applied to the Invoice. When an Invoice has been selected, this field is editable in order to set a specific amount to be applied to the Invoice.
10. Totals Section: The Totals section on this page includes the following information:
    • Open Credit: Lists the amount on the Credit that is unapplied and considered open.
    • Credit Used: Shows how much of the Credit Memo has already been applied to Invoices.
    • Credit Remaining: Calculates how much of the Credit Memo still remains and can be applied to open Invoices.
11. Save & Close: Takes the action to apply the Credit Memo to the Invoices selected from the list and will navigate back to the Credit Memo page.

1. Credit Memo Info: Displays the related Credit Memo Customer and the credit amount that is available to be refunded.
2. Issue this refund via: Lists the Payment Methods that have been added to the system. Payment Methods can be viewed and edited by navigating to Company → Settings → Accounting → Sales → Payments → Payment Methods.
3. Bank Account: Determines what Bank Account the refund will be coming from.
4. Check Date: Sets the date on the Checks: Refund transaction that will be created.
5. To Be Printed: This option will only be displayed if the Issue this refund via field has the Check option selected.
6. Refund Amount: By default the full remaining credit amount will fill in this field but a partial refund can be issued for the refund by lowering the number in this field.
7. Class: If the Enable Class Tracking option has been enabled in your Accounting Settings page, then a Class field will be available to associate the Checks: Refund transaction to the specified Class.
8. Memo: A text field to add any text or notations that should be saved on the Checks: Refund transaction that gets created.

1. Customer: Allows you to select the Customer who is paying you.
2. Received From: Allows you to choose who is paying you from a list of the Customer’s Contacts.
3. Payment Method: Provides a list of Payment Methods for you to select from as the Customer’s method of Payment.
4. Amount: Allows you to enter how much the Customer has paid you.
5. Reference #: Assigns a reference # of your choosing for the Payment.
6. Payment Date: Using the Calendar icon, you can choose the date on which you received the Payment from the Customer.
7. Memo: Allows you to enter a memo relating to the Payment.
8. AR Account: Notes the selected Accounts Receivable account to which the Payment will post.
9. Format: Enables you to select the printable format for the Payment. This will provide the ability to print a Payment Receipt in an organized format.
10. Attachments: Provides the ability to upload attachments to the Payment. You can click to select a file or drag/drop to this field to add the attachment.
11. Open Balance/Payments/Credits: Once a Customer is selected, their Open Balance, Open Payments, and Open Credits will display on the page. Each is hyperlinked to the list page for each entity for easy access to view these Customer-specific details.
12. Open Invoices: Shows a list of open Invoices to which you can apply the Payment. You can check the box next to the invoice(s) you wish to apply the Payment to, as well as determine how much of the Payment you wish to apply to the individual Invoices, and the totals will reflect in the Payment Details section below.
13. Search: Provides search filters to find Invoices based on Invoice Number, Amount, or Due Date Range.
14. Payment Details: Notes the Payment Amount, Payment Used, and Remaining Payment totals based on the settings selected or entered in the fields on this Payment. These totals will adjust as you make changes to the Amount to Apply for each Invoice selected.
15. Save: Provides options to Save, Save & Add New, or Save & Close.

The Message, the Format, and the Subject of this email can be edited or customized on the spot, or you can navigate to the Notification & Portal Content settings to manage the default message content for the Payment Notification email. The default content editor has optional merge fields available, including the Portal-Payment-PDF-Link merge field that will allow the recipient to view the Payment as a PDF as long as there is a Payment Format selected. Once your email has been composed to your liking, you can click Send.

If you do not want to be prompted to send a Payment notification, the Do not send payment notification on payment creation option can be toggled on from the Sales Settings page.

The Amount field will be editable if the new Payment amount is GREATER than the originally saved amount.

If the new Payment amount is LESS than the amount from the originally saved amount (something less than the amount that was applied) you will not be able to save the changes.

• In this case, the Amount field will turn red and an alert will display, stating “Amount cannot be less than the applied amount”.
• The Payment Used total will highlight red and an alert displays: “Payment Used cannot be more than the Payment Amount”.
• The Payment would need to be unapplied from the Invoice(s) before the Amount could be reduced.

If a Payment was processed by a third party integration (i.e. Authorize.net or Stripe), the amount cannot be changed because it has already been processed, regardless if it was applied to an Invoice or saved as an Open Payment.

1. Previous/Next Arrows: Allows you to click the back/forward arrows to navigate through existing Payments in your system based on the Payment Date. Clicking the Next arrow beyond the last Payment record will display the Add Payment page to allow you to create a new Payment.
2. Payment Actions Toolbar: Provides a variety of functions and options related to the Payment. These options are described below as seen from left to right on the toolbar:
   • Actions: Displays available actions that can be taken from the Payment.
     • Apply to Invoices: If the Payment is Open and the total amount is not already applied to Invoices, you can choose this option to select the Open Invoices to which you wish to apply the Payment. This option is unavailable if the Payment total is already completely applied.
     • Give a Refund: Provides the ability to issue a Refund to the Customer for the Payment. You can choose the Payment Method for issuing the Refund, the Refund Amount, the Bank Account you wish the Refund to be issued from (or check the box for Undeposited Funds), and the Date for the Refund. You may also include a Memo or select a Class, if applicable.
     • Void: Allows you to void the record of the Payment in Striven.
       • Note: This will only void the record in Striven, not the transaction if processed by a third party integration like Authorize.net or Stripe.
   • Share: Offers share options for an Internal Link or a Customer Portal Link.
   • Attachment: Provides the ability to click to upload or drag/drop files to add as attachments to the Payment.
   • Print: Enables you to select the Printable Format you would like to use to print the Payment.
   • Compose Email: Displays a popup allowing you to send a Payment Receipt via email to a Contact or Employee selected from a drop-down list, or you can enter an email address not saved in the system. The email will include the Customer Name, Payment Date, Payment Method, Reference #, and Amount by default, but you will also be provided with the option to edit the content of this message before sending it.
   • Posting Journal: Displays a popup of the Posting Journal report related to the Payment, with the option to view the report based on an Accrual or Cash basis.
   • History: Shows a detailed Payment History page of all edits made to the Payment. The default view is the current state of the Payment, but in the top right corner there are links to view previously saved states of the Payment.
     • All edits will be highlighted on the page as described in the small legend found in the upper right corner as well. Hovering over the edits will show the previous value for that field.
   • Related To: Shows a list of related transactions. The transaction’s title will link to the related transaction in Striven.
   • Audit Log: Keeps track of changes made to the Payment’s status. If a Payment is voided, the status change will be logged.
3. Payment Details: Shows the recorded details and settings related to the Payment, including the Customer, Received From, Payment Method, Amount, Status, IP Address, Transaction ID, Reference #, Payment Date, Memo, AR Account, and Format. Some of these fields are editable, as noted previously in this guide.
4. Unapply All: Provides the option to un-apply all Invoices to which the Payment has been applied.
5. Applied Invoices: Presents all of the Invoices to which the Payment has been applied. There are columns for Invoice #, Sales Order, Due Date, Amount, and Amount Applied. You can click the hyperlinked Invoice # or Sales Order Name to view them directly in another browser tab. You will also be provided the option to un-apply each Invoice listed individually.
6. Save: Provides you with the option to Save, Save & Add New, or Save & Close the Payment.
7. Payment Discussions: Displays existing Discussion threads and provides the ability to create a new Discussion related to the Payment.

1. Actions: The following actions can be taken for the Sales Receipt:
   • Credit Memo: Launches the Add Credit Memo page, automatically populating it with the Customer details and Items from the Sales Receipt. Once saved, a connection is established between the Credit Memo and the receipt.
   • Copy: Allows you to duplicate a Sales Receipt, creating a new record with the exact same items and field data as the source receipt. You can modify any details on this new receipt prior to saving and finalizing it.
   • Void Sales Receipt: Moves the Sales Receipt into a Voided status. Voided transactions can be viewed from the Transactions List and updating the Voided Status search filter to has been Voided.
2. Share: The following options are available to share a link to the Sales Receipt after it has been created:
   • Internal Link: Generates a direct URL to the transaction, which can be accessed and viewed exclusively by logged-in employees who have the required permissions.
   • Customer Portal Link: Generates a direct URL to the transaction within the Customer Portal, which can be shared with Customer Contacts for fast and straightforward access.
3. Email: Triggers the Compose Email popup, where Contacts are automatically populated according to the Invoice / Credit Memo Notification settings on the Customer’s AR Notifications page. This email includes relevant transaction information from the Sales Receipt, and an Edit option is available to include custom text before the message is transmitted. You can select the CC Me option if you wish to have a copy sent directly to yourself for your personal records. Learn more about setting up notifications for specific Contacts by reviewing the Customer/Vendor Settings section from our Customer/Vendor Management Guide.
4. Print: Provides the option to generate a printed PDF version of the Sales Receipt, utilizing the specific Sales Receipt Printable Formats configured within your settings.Learn more about creating transaction printable formats by reviewing the Printable Formats section from our Accounts Receivable Setup Guide.
5. Attachments: Provides a repository for files saved alongside the Sales Receipt, with functionality to upload new files as required. The presence of a blue dot signifies that documents have been successfully uploaded and stored with the transaction.
6. Related To: Launches the Transactions Related To Sales Receipt popup, which displays a list of all transactions or orders linked to the Sales Receipt. Within this popup, you can view the transaction date, the total dollar amount, and use the provided hyperlink for quick access to the related record.
7. Discussions: Leads to the Discussions area at the base of the transaction, displaying ongoing or previous Discussions and allowing you to start a new one.
8. Posting Journal: Launches the Posting Journal popup, which displays the Credits and Debits for the Sales Receipt based on the chosen Items. This popup features a toggle option to view the details in either Accrual or Cash Basis mode.
9. History: Provides a chronological overview of all modifications made to the transaction by directing users to the Sales Receipt History page. This log details what updates occurred, when they took place, and which user performed them. To learn more about the Sales Receipt History page, review the Sales Receipt History subsection below.
10. Audit Log: Opens the Audit Log popup which gives a list view of all the changes that have been made to the Sales Receipt rather than a visual representation that the History option gives.

1. Customer: Displays the specific Customer associated with the Sales Receipt. By hovering over the Customer’s name, you can access options to select Go To to view their full profile, open the AR Summary popup, or utilize the quick add feature to seamlessly create a new Customer record without navigating away from the Sales Receipt page.
2. Bill To / Ship To: These fields enable users to designate the Bill To and Ship To locations for the Sales Receipt. By selecting the Update default Bill To and Ship To checkbox, these locations are automatically established as the customer’s default addresses for subsequent transactions. Furthermore, this section contains a link for recording relevant Tracking Information to be preserved alongside the Sales Receipt.
   • Note: Customer/Vendor address changes will not reflect on existing transactions, only new transactions after the address change was made.
3. Sales Rep: The currently logged-in user will automatically populate the Sales Rep field on the Sales Receipt. This value can be modified as needed either before or after saving the transaction.
4. Date: Indicates the date associated with the Sales Receipt.
5. Reference #: Provides a unique transaction number for the Sales Receipt to serve as a reference, which can be manually adjusted if required.
6. Payment Method: The method selected here will indicate how the Customer completed the payment for the Sales Receipt. If you are using a Payment Integration, payments can be processed through the Sales Receipt page. Learn more about processing payments in Striven by reviewing our Payment Profiles Guide.
7. Sales Order: This optional field connects the Sales Receipt to any existing Sales Orders established for the Customer. Selecting a Sales Order creates a link between the two records, displaying the Sales Order via the Related To button inside the Sales Receipt’s Actions Menu.
8. Memo: This text field allows you to input any notes or memos to be securely stored alongside the Sales Receipt.
9. Set as Recurring: Opens the Recurrence Settings popup which determines how often the Sales Receipt should reoccur, any lead time, and the person who is responsible for the recurring Sales Receipt.
   • Note: Scheduling recurring transactions within a closed period is restricted to users who hold the “Transactions prior Closing Date – Edit” permission included in their User Role.

The Customer Financial Cards will include the following:

• Open Balance
• Open Payments
• Open Credits
• Credit Limit

1. Options: The following options are available for the Items selected on a Sales Receipt:
   • Add Unbilled Items: By selecting this option from the dropdown menu, you can incorporate Items into the Sales Receipt that have been flagged as billable on other transactions for the specified Customer.
   • Group by Item Type: Organizes the Items on the Sales Receipt into distinct groups according to their Item type.
   • Group by Item Category: Creates groups for the Items listed on the Sales Receipt based on the category selected on the Item Info page.
   • Custom Group: Launches the Add Group popup, which enables users to specify a name for the group and select the particular Items to be included.
   • Manage Groups: Launches the Manage Line Item Groups window, providing functionality to create new groups, delete existing ones, edit names, and adjust the sequence in which they appear on the Sales Receipt.
   • Remove all Groups: Removes all the groups that have been added to the Items section on the Sales Receipt.
2. Scan Barcode: Provides the ability to add Items directly to the Sales Receipt by scanning their barcode, bypassing the need to manually choose them from a list.
3. Quick Add: Opens the Add Item popup to begin generating a new Item. This convenient option lets you create a new Item within the system without needing to navigate away from the Sales Receipt page.
4. Search: Launches the Search and Add Items window, allowing you to search your Items directory and select multiple Items to add to the Sales Receipt.
5. Item: Lists the Items that have been added to the Sales Receipt. For Inventory or Manufactured Items an additional option will be listed under the Item name to choose the Inventory Location. The Item name will be hyperlinked once the Sales Receipt has been saved to easily access the Item Info page.
6. Description: Shows the Item Description that has been saved with the Item Info page.
7. Qty: The quantity or amount of the Item selected that is being sold to the Customer. If the Item has a Unit of Measure associated this information will also be selectable and shown with the quantity.
   • Note: The “Invoices/Sales Receipts – Allow users to add item with no quantity on hand” permission lets authorized users add Inventory and Manufactured Items (individually or in Item Groups) to Invoices and Sales Receipts despite insufficient stock at the selected location. Users without this permission cannot save transactions if requested quantities exceed available Inventory, maintaining control while allowing flexible exceptions.
8. Unit Price: Lists the price per unit for the Item selected.
9. Amount: The total amount for the Item selected which will be determined by the quantity multiplied by the unit price.
10. S&H: This column allows you to enter the shipping and handling charges for each individual Item on the Sales Receipt. Alternatively, if you prefer to consolidate shipping costs for the whole receipt into one line, you can use the Shipping & Handling Item instead of this column. When you utilize this column, the total shipping and handling costs will be combined and displayed within the Totals section.
11. Tax: Determines whether or not the Item listed on the Sales Receipt should be considered taxable or not. The tax agency and amount will be determined by selecting the agency in the Totals section.
12. Class: A Class field is available at the top of the Items section in order to set the Class for all Items listed on the Sales Receipt or different Classes can be determined per Item based on the Class column. The Class column will only be available if Track Class for Line Items is toggled on in the Accounting Settings page.
13. Delete: Removes the Item from the Sales Receipt.
14. Line Item Options: Each individual line item provides extra options, allowing users to access View Item and the Item Quick Report. Furthermore, if the chosen Item belongs to an Inventory or Manufactured type, the Stock Status report will also be accessible.
15. Select Item: Provides a menu of system-saved Items that can be chosen and added to the Sales Receipt. The Select Item field automatically displays your most recently viewed Items at the top for quick access. If you need a specific Item, you can still search by typing its name directly into the field.
16. Total Section: The Totals section on a Sales Receipt will include the following information:
    • Subtotal: Represents the total cost of the Sales Receipt prior to adding taxes and shipping fees.
    • Shipping & Handling: Accumulates the values entered in the S&H column for every Item chosen on the Sales Receipt to compute the total.
    • Tax: Evaluates the tax amount to append to the Sales Receipt. This calculation relies on the Items designated as taxable as well as the Customer’s location chosen on the Sales Receipt to establish the tax rate. Learn more about managing taxes in Striven by reviewing the Tax Setup section from our Accounting Setup Guide.
    • Total: Calculates the final Sales Receipt aggregate by summing the subtotal, shipping costs, and applicable tax amount.

Line Items can be dragged/dropped to rearrange them into whatever order you wish them to display on the Sales Receipt. This sorted order will be reflected throughout the system and any changes made to the Line Item order will be noted on the History page.

And while you will be able to rearrange Line Items within an Item Group, you will not be able to drag/drop Line Items between groups when Line Item Grouping is selected on the Sales Receipts.

The Sales Receipt History page will display changes made using the following indicators:

• Orange: Anything highlighted in an orange color will indicate the data entered into those areas has been changed or updated since the previous version of the Sales Receipt.
• Green: Information or Items highlighted in a green color will indicate that it has been added to the current version of the Sales Receipt.
• Red: Information or Items that are highlighted in a red color indicates that it has been removed from the current version of the Sales Receipt.

1. Timeline/Thread View: Switches the display mode of Discussions between Timeline and Thread View. The Thread view organizes Discussions as separate conversations, positioning the most recent response at the very bottom of the conversation thread. Alternatively, the Timeline view arranges Discussion updates chronologically, placing the newest message at the top of the feed regardless of the specific conversation thread to which it belongs.
2. Start New Discussion: This option opens the New Discussion window with Contacts automatically filled in based on the configuration within the Invoice / Credit Memo Notification section on the Customer’s AR Notifications page.
3. Assign Label: Enables better organization of Discussion Threads for a Sales Receipt by allowing you to attach a specific label to the thread.
4. Portal Visibility: Manages whether a Discussion Thread is shown on the Customer/Vendor Portal. To activate this, click the Globe icon to make it blue. If the Globe icon remains gray, the Discussion will be concealed from the portal and restricted to internal user access only.
5. More: Clicking on the vertical ellipsis icon will give additional options that can take place for the Discussion Thread including the following:
   • Share Thread: Generates a direct link to the Discussion thread for sharing with other Employees or Customer Contacts. While Employees access the thread via their global Discussions list, Customer Contacts can view it through the Customer Portal.
   • Stop Replies: If a specific Discussion thread accumulates an excessive amount of unwanted emails, such as junk or spam, the Stop Replies feature can be used to resolve the issue.
   • Delete Thread: This option enables the complete removal of a Discussion thread, particularly when it contains inaccurate or sensitive information.
6. Reply to Thread: Inserts a response into the Discussion Thread. All other Employees or Contacts participating in the Thread will receive a notification about the new response.
7. New Note, Comment, or Message: Creates a new Discussion Thread. By default, only the logged-in user will be the only person included on the Thread. Other Employees or Contacts can be included by tagging them using the @ symbol in addition to their name. By using the @ symbol to search for a Team name, you can tag multiple Employees simultaneously. Every Employee within that Team will then be individually listed as a tag in the Discussion Thread.