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Bring in unpaid customer invoices and credit

Rather than one Accounts Receivable figure, Spine brings in each unpaid invoice from your old system. That way every customer’s balance, aging, reminders and statements are right from the first day, and you record payments against the invoices they’re paying.

Add invoices one at a time

Section titled “Add invoices one at a time”

  1. Open the Customer invoices tab — Open Opening balances (from Settings › Opening balances) and choose Customer invoices.

  2. Press Add invoice — Add opening invoice opens: “An unpaid invoice from your old system, as it stood on the cutover date.”

  3. Fill it in — Choose the Customer, then enter the Invoice number (as on your old invoice), Invoice date, Due date and Amount due.

  4. Add retention if there is any — Retention held is “Optional — held back on a job until the job is done.” With retention, choose the Job it belongs to.

  5. Press Add invoice — It’s listed, and the totals at the top update.

Import them from a CSV file

Section titled “Import them from a CSV file”

Press Import from CSV and choose a file with “One row per unpaid invoice from your old system.” Match each of your file’s columns to Spine’s (customer name, number, dates, amount due, retention), pick the Date format, and press Import (for example Import 24 invoices). Customers are matched by name. If some names don’t match anyone, Spine lists them: press Create these customers to add them and import those rows, or Fix the file and try again.

Add customer credit

Section titled “Add customer credit”

On Customer credit, press Add credit, choose the Customer, enter the Amount and press Add credit: “Money customers had paid ahead, or credit they hadn’t used, on the cutover date. They can use it against invoices or have it refunded.”

Good to know

Section titled “Good to know”
  • Each number once. A number that’s already used shows “Invoice … already exists. Use the number from your old system exactly once.”
  • They act like real invoices. “Opening invoices keep your old numbers, have no lines or tax, and age, get paid and get reminded like any other invoice.” In Invoices they carry an Opening balance badge and have no PDF — attach the original to each one.
  • Retention comes back with the job. When the job’s retention is released, the opening retention is included.
  • Edit and Remove are on each row. Removing reverses its entry; you can add it again. An invoice that’s been paid or credited shows Paid or credited instead.

Last updated with Spine 1.0.0-beta.2