Accounts Receivable (AR) Module
Customer invoice management, AR aging, collections, customer deposits, PEPPOL eInvoicing via PostMaster Connect, and statement generation via SendMaster.
Module Profile
- Module
- Accounts Receivable (AR)
- GP Series
- Financial
- Purpose
- Customer invoice management, AR aging, collections, customer deposits, debtor reconciliation
- eInvoicing
- PostMaster Connect — PEPPOL AR eInvoice send (outbound to customers)
- Statements
- SendMaster — customer statement generation and distribution
- GL Integration
- AR transactions auto-post to GL; AR aging must reconcile to GL control at month-end
Customer Types
Aidacare manages multiple distinct customer types within the AR module:
Standard commercial customers invoiced via GP SOP and AR. Standard invoice / payment terms apply.
Department of Veterans Affairs (DVA) and Transport Accident Commission (TAC) government-funded customer invoicing. Specific billing rules and claim processes apply.
National accounts using Parent-Child billing structure (ParBill). Consolidates invoicing across multiple child accounts to a single parent entity.
BUPA health fund claims processed via ECHIA EDI integration. GP orders created from EDI intake flow; AR invoices generated in GP after EDI order creation.
Collections Management & AR Aging
AR eInvoicing — PEPPOL Send Flow
PostMaster Connect Peppol PINT A-NZAidacare sends AR eInvoices to customers via PEPPOL. GP invoice data is mapped to the Peppol PINT A-NZ Billing standard by PostMaster Connect before transmission.
GP to PEPPOL eInvoice Data Mapping
Source: eInvoicing@Aidacare.docxThe following GP fields are mapped to PEPPOL eInvoice elements when PostMaster Connect generates the eInvoice:
| GP Data / Field | PEPPOL eInvoice Element | Notes |
|---|---|---|
| Customer Number | Buyer Party | GP customer card ID maps to PEPPOL buyer identifier |
| Customer ABN / PEPPOL ID | Buyer Electronic Address | Customer must be registered on PEPPOL network for delivery |
| Invoice Number | Invoice ID | GP AR invoice number |
| GST Amount | Tax Total | Mapped to PEPPOL tax total; standard AU GST rate |
| Invoice Line Items | Invoice Lines | GP SOP line items mapped to PEPPOL invoice line structure |
| Invoice Date | Issue Date | GP document date maps to PEPPOL issue date |
| Due Date | Payment Due Date | Derived from GP payment terms on customer card |
Standard: Peppol PINT A-NZ Billing · Source: eInvoicing@Aidacare.docx
SendMaster — Customer Statement Generation
Statement Distribution- Product
- SendMaster
- Function
- Customer statement generation and electronic distribution
- Data Source
- Reads AR data directly from GP — customer balances, transaction history, aging
- Distribution
- Electronic statement delivery to customers (email / portal) TBD — distribution method requires Aidacare validation
- Trigger
- Typically run at month-end after AR period close
- Statement Content
- Outstanding invoices, credits, payments, closing balance — sourced from GP AR
- Failure SOP
- SOP_Statement Generation Failure.docx
Statement Generation Process
assets/docs/GP Tech Support SOP Documents/GP Functional Module SOPs/Finance/Account Receivables/
AR SOPs
- File
- SOP_AR Aging Discrepancy.docx
- Trigger
- AR aging report does not reconcile to GL AR control account — discrepancy between sub-ledger and GL
- Impact
- Financial statements will be inaccurate; period close cannot be signed off
- File
- SOP_Customer Balance Mismatch.docx
- Trigger
- Customer account balance in GP does not match customer's own records or statement
- Common Causes
- Unapplied payments, credit notes not applied, duplicate invoices, unposted transactions
- File
- SOP_Invoice Not Generated Posted.docx
- Trigger
- Expected AR invoice was not generated from SOP, or was not posted to AR sub-ledger / GL
- Common Causes
- SOP posting failure, invoice batch error, GP user error, Docuphase-AP flow blocker
- File
- SOP_Statement Generation Failure.docx
- Trigger
- SendMaster fails to generate or send customer statements at month-end
- File
- SOP_Overdue Customers Still Ordering.docx
- Trigger
- A customer with outstanding overdue balance is placing new sales orders — credit hold process
- Action
- Follow credit hold / approval process per SOP before releasing or blocking orders
- File
- SOP_Merge Debtors.docx
- Trigger
- Duplicate customer records in GP AR — need to merge debtor accounts
- Caution
- Debtor merge is irreversible in GP — follow SOP exactly and obtain approval before proceeding
Open Items & TBD
| Item | Status | Action Required | Priority |
|---|---|---|---|
| DVA / TAC billing rules and claim process | TBD | Specific DVA/TAC billing configuration and claim lodgement process not documented. Obtain from Aidacare AR team. | High |
| Parent-Child / ParBill configuration | TBD | ParBill module setup and national account structure not detailed in TechCodebase. Confirm with Aidacare. | Medium |
| SendMaster distribution method | TBD | Whether statements are emailed, posted, or delivered via customer portal not documented. | Low |
| Customer PEPPOL registration process | TBD | Process for onboarding new customers onto PEPPOL AR eInvoicing not documented. | Medium |
| Credit hold configuration in GP | TBD | Credit limit and hold thresholds in GP AR not documented. Refer to SOP_Overdue Customers Still Ordering.docx for process guidance. | Medium |
Risk Register
If a customer's PEPPOL ID is incorrect or they are not registered on the PEPPOL network, eInvoice transmission will fail silently. The customer will not receive the invoice.
Mitigation: Validate customer PEPPOL IDs before enabling eInvoicing. Monitor PostMaster Connect transmission logs.
Merging debtor records in GP is irreversible. Incorrect merges can cause transaction history loss and AR balance discrepancies.
Mitigation: Always follow SOP_Merge Debtors.docx exactly. Obtain written approval before proceeding. Take GP database backup if required.
If credit hold is not enforced in GP, overdue customers may continue to place and receive orders, increasing Aidacare's credit exposure.
Mitigation: Refer to SOP_Overdue Customers Still Ordering.docx. Confirm credit limit configuration in GP AR with Aidacare.