Exclude old invoices

Use case: When new users join some have an excessive amount of old AP & AR invoices in their GL. While the “proper” way to handle this is to clean the GL, not all clients want to. For example, K9 Bookkeeping often inherits a GL in bad shape. Their clients do not want to pay them to clean it up as the old years have been closed and it is not a priority. For these accounts K9 simply wants to hide these invoices from view within Centime. They do not want to touch or address it in the GL.

Todays solution: In the interim they can mark these as disputed. Is there any negative to this?

Proposed Solution: Can we give users the ability to hide invoices? This should not impact the GL but give users the ability to remove invoices from their view & relevant metrics.

<Proposed approach>

Under General Ledger settings, user provide the data (under Invoice exclusion settings section) before which all unpaid invoices due would be excluded from the Centime application. If no data is provided, then none of the Old unpaid invoices are excluded from the application

Exclusion approach:

Payables and Receivables module:

• Unpaid invoices table: Unpaid invoices due before the exclusion date specified would not be shown to the user

• Overdue invoice/AP Aging graph: Unpaid invoices due before the exclusion date are not included in the calculation for Overdue invoices or aging graph components

• Supplier/Customer tab: Unpaid invoices due before the exclusion date are not included in the invoices, Outstanding and Overdue fields

• Excluded invoices should not be included in reminder and monthly statement emails in Receivables and the same should not show in enrolment emails in Payables module

Cash flow forecast module

• Overdue invoice amount: Unpaid invoices due before the exclusion date are not included in the calculation for Overdue amounts

KPIs and Insights module

• Payables performance category

  • Unpaid, Payments due : Unpaid invoices due before the exclusion date are not included in the Metric calculation

  • Days Payable Outstanding, Turnover ratio : Sum of unpaid invoices, which are excluded based on the exclusion date, is deducted from Accounts payable account balance (fetched from account history), for account history balances fetched for days after the exclusion date

  • Cost of Goods sold: Unpaid invoices due before the exclusion date are not included

• Collections performance category

  • Uncollected, Collections due, Net credit sales : Unpaid invoices due before the exclusion date are not included in the calculation

  • Days Sales Outstanding, Turnover ratio : Sum of unpaid invoices, which are excluded based on the exclusion date, is deducted from Accounts receivable account balance (fetched from account history), for account history balances fetched for days after the exclusion date