Account Receivable

This section you will learn how to manage your accounts receivable (AR) in MAQSU, including creating and posting customer invoices, recording payments, generating credit notes, and tracking outstanding balances.

Invoices

The Invoices feature in MAQSU allows you to create and manage invoices for your customers. Let's explore how to create a new customer invoices in MAQSU:

Create Invoice

To create a new customer invoice, follow the steps below:

Step 1 — Navigation

From the left sidebar, click Accounting. Then from the top navigation menu, go to Customers ‣ Invoices.

Once you navigate to Invoices, you will see the master list of all existing customer invoices. The list displays the following columns:

Step 2 — Create

Click the Create button at the top-left of the Invoices list page to open a new blank invoice form.

Step 3 — Enter Basic information

The new invoice form will open in Draft status. Fill in the following required and optional fields:

Customer (Required) – Search and select the customer by name, code, email, or reference. Start typing and select the correct entry from the dropdown list. Let's see how to setup Cusomters
Reference (Optional) – Enter an internal reference number or note to help identify this invoice. This is useful for linking the invoice to a sales order or project.
Invoice Date – The date the invoice is issued. This defaults to today's date but can be adjusted.
Doc. No. – Automatically generated by the system after saving. You do not need to fill this in manually.
Payment Terms – Select the agreed payment timeframe or conditions (e.g., 15 Days, Due on Receipt). This determines the due date shown on the invoice. Let's see how to setup Payment Terms
Journal – The accounting journal where the invoice will be posted. This defaults to Customer Invoices (USD). Let's see how to setup Journals
Pricelist (Optional) – Select a pricelist to automatically apply special pricing or discounts for the customer. The selected pricelist will update product prices on the invoice lines accordingly.

Once you fill in the customer and other header details, the form will update to show the entered information.

Step 4 — Add products or services

Under the Invoice Lines tab, add the products or services you are invoicing the customer for. Click Add a line to add a new line item, then fill in the following fields for each line:

Product (Optional) – Choose the product or service being invoiced. Typing the product name and select the correct entry from the list of created products. This will auto-populate the description, account, and price. For more information on creating products, see how to Create Product.
Description (Optional) – Optionally modify or add a detailed description for the item. This appears on the printed invoice sent to the customer.
Account (Required) – The accounting account used to classify this revenue line (e.g., 401100 Sales of Goods). This determines how the sale is tracked in financial reports.
Quantity (Required) – The number of units being invoiced. The subtotal updates automatically.
UOM (Required) – The unit of measure for the item (e.g., Units, Can, kg).
Price (Required) – The unit price per item. This may auto-fill from the product or pricelist but can be adjusted.
Discount (Optional) – Enter a percentage discount to apply on this line. The subtotal will update to reflect the discount.
Taxes (Optional) – Select the applicable taxes for the product (e.g., VAT - Sales of Goods 10%). The tax amount is calculated and included in the total.
Subtotal (Auto) – Automatically calculated as: Subtotal = (Quantity x Price) – Discount.

You can also use Add a section to group related items, or Add a note to include internal remarks on a specific line.

At the bottom of the Invoice Lines section, the Total Summary shows:

Untaxed Amount – The sum of all line subtotals before taxes.
VAT – The total tax amount applied.
Total – The grand total due including taxes.

Step 5 — Post

Click Save to save the invoice as a Draft status, allowing you to still make edits. Once you have carefully reviewed and confirmed all details are correct, click Post to officially post the invoice. This will:

Change the invoice status from Draft to Posted – Assign a permanent invoice number (e.g., INV/2026/0007)
Record the corresponding journal entries in accounting

After posting, the invoice is locked for editing. You will see the Add Payment, Add Credit Note, and Reset to Draft buttons at the top of the form. Let's see how to add payment for the posted cusotmer invoice Add Payment.

📌 Note

If you notice an error after posting, click Reset to Draft to bring the invoice back to
Draft status for editing, then re-post it once corrections are made.

Add Payment

Once the customer gets this invoice, they can check the details and pay the invoice. So now you can record their payment using the Add Payment button.

Step 1 — Add payment

On the posted invoice, click the Add Payment button at the top of the invoice form.

Step 2 — Add payment details

MAQSU generates a pop-up window to confirm the details of the payment registration. The window will show the:

Journal (Required) – Select the payment account where the money is received (e.g., Bank (USD), Cash). This determines which financial account is credited.
Doc. No. (Auto) – Automatically generated by the system. Leave as is or enter a custom reference such as a bank transfer ID or check number.
Amount (Auto) – Pre-filled with the outstanding invoice balance. Adjust for partial payments if needed.
Payment Date (Auto) – The date the payment was received from the customer. Defaults to today.
Memo (Auto) – Auto-populated with the invoice number for reference (e.g., INV/2026/0007).

You can make changes to the available details if needed. Now, click the Validate button. The payment registration can be completed by this step. Once the customer pays the invoice, the status of the invoice can be observed as Paid.

Step 3 — Verify

After validating, the invoice will be updated immediately. A green PAID stamp will appear on the top-right corner of the invoice form, confirming the invoice has been fully settled and the payment has been recorded in your accounting.

In the case of any mistakes in the invoice, wrong delivery of products, damaged goods, or rejection of service, you can trigger a credit note to your customer. This can be done by using the Add Credit Note button.

📌 Tip

If a partial payment was registered, the invoice will show Partially Paid instead of
PAID. You can click Add Payment again to register the remaining balance until the
invoice is fully settled.

Add Credit Notes

As soon as you click on this button, a new wizard will appear to define the credit note.

You can mention the reason to generate this credit note in the Reason field. The Reversal Date can be set as a Specific Date or the Journal Entry Date. The journal entry used to record the credit note can be specified in the Use Specific Journal field. The Refund Date will be available on the screen and you can click the Reverse button to reverse the payment.

MAQSU leads you to a new window where you can observe the draft customer credit note.

You can click on the Post button to confirm the customer credit note. Later the payment can be recorded using the Add Payment button.

Once you save or post, it is automatically generate a new document number started with RINV and recorded inside the Credit Notes Menu

Delete Invoices

Deleting an invoice in this system is a simple two-step process. Here is the breakdown of how to do it:

Select the Invoice: Locate the invoice you wish to remove (for example, INV/2026/0005). Click the checkbox on the far left of the row. A checkmark will appear to indicate it is selected, as shown by the red marker (1).
Open the Action Menu: Navigate to the top of the table and click the Action button (represented by a briefcase icon with a dropdown arrow).
Confirm Deletion: From the dropdown menu that appears, click on Delete, as indicated by the red marker (2).

📌 Tip

Status Check: Notice that the selected invoice has a status of "Posted." In many accounting systems, you may need to "Reset to Draft" or "Unpost" an invoice before the system will allow you to delete it permanently.
Bulk Actions: If you need to delete multiple invoices at once, you can select multiple checkboxes before clicking the Action > Delete button.

Print Invoice

Printing an invoice in this system is a straightforward process. Here is the breakdown of how to do it:

Select the Invoice: Locate the invoice you wish to print (for example, INV/2026/0007). Click the checkbox on the far left of the row. A checkmark will appear to indicate it is selected, as shown by the red marker (1).
Open the Print Menu: Navigate to the top of the table and click the Print button, indicated by the red marker (2).
Choose a Format: From the dropdown menu that appears, select your desired document format (such as Tax Invoice or Commercial Invoice), as indicated by the red marker (3).

📌 Tip

Multi Printing: If you need to print multiple invoices at once, you can select multiple checkboxes before clicking the Print button to generate them in a single batch.

Search: If the list is long, use the Type to search bar at the top right to quickly find a specific invoice number or reference.

Import Invoice

If you have a large number of invoices to create, you can use the Import feature to upload them in bulk using a CSV or Excel file. This is especially useful when migrating data from another system or onboarding a new client with existing invoices.

To import invoices, follow these steps:

Step 1 — Prepare Template

First, you need to prepare your import file. You can download a template from the system that includes the required columns and formatting.

1. Basic Information – Customer, Invoice Date, Payment Terms, Journal, etc.

2. Invoice Lines – Product, Description, Account, Quantity, UOM, Price, Discount, Taxes, etc.

Step 2 — Import File

From the Invoices list view, click the Import button at the top right of the page. Then click Load File to select your prepared CSV or Excel file from your computer.

Step 3 — Choose the file

Choose the file you want to import and click Open.

Step 4 — Map Fields and Test

After uploading, you will be prompted to map the columns in your file to the corresponding fields in the system. Ensure that all required fields are mapped correctly. You can also run a test import to check for any errors before finalizing.

Step 5 — Import and Verify

Once you are satisfied with the mapping and test results, click Import to upload all invoices. After the import is complete, verify that the invoices have been created correctly by checking the Invoices list.

📌 Tip

Data Validation: Before importing, ensure that your data is clean and formatted correctly to avoid errors during the import process. Use the test import feature to catch any issues early.
Bulk Actions: After importing, you can use bulk actions to post or manage the newly created invoices efficiently.

Cash Sales

Cash Sales is a feature in MAQSU that allows you to auto cut stock and generate an invoice at the same time. Let's see how to create a cash sale in MAQSU:

Step 1 — Navigation

To create a cash sale, navigate to Accounting from the left sidebar, then go to Customers ‣ Cash Sales from the top navigation menu.

Here you can see the list of all existing cash sales. The list displays the following columns:

Step 2 — Create

The Cash Sales list page will open. Click the Create button to open a new cash sale form.

Step 3 — Fill Out the Cash Sale Form

The new cash sale form will open in Draft status. Fill in the following fields:

Customer (Required) – Search and select the customer by name, code, email, or reference. Start typing and select the correct entry from the dropdown list. Let's see how to setup Customers
Reference (Optional) – Enter an internal reference number or note to help identify this cash sale.
Invoice Date – The date the cash sale is issued. This defaults to today's date but can be adjusted.
Doc. No. – Automatically generated by the system after saving. You do not need to fill this in manually.
Payment Terms – Select the agreed payment timeframe or conditions (e.g., 15 Days, Due on Receipt). This determines the due date shown on the cash sale. Let's see how to setup Payment Terms
Journal – The accounting journal where the cash sale will be posted. This defaults to Customer Invoices (USD). Let's see how to setup Journals
Pricelist (Optional) – Select a pricelist to automatically apply special pricing or discounts for the customer. The selected pricelist will update product prices on the cash sale lines accordingly.
Currency – The currency in which the cash sale is made. This defaults to USD but can be changed if needed.

Step 4 — Add products or services

Under the Invoice Lines tab, add the products or services you are selling to the customer. Click Add a line to add a new line item, then fill in the following fields for each line:

Product (Optional) – Choose the product or service being sold. Typing the product name and select the correct entry from the list of created products. This will auto-populate the description, account, and price. For more information on creating products, see how to Create Product.
Description (Optional) – Optionally modify or add a detailed description for the item. This appears on the printed cash sale document sent to the customer.
Account (Required) – The accounting account used to classify this revenue line (e.g., 401100 Sales of Goods). This determines how the sale is tracked in financial reports.
Quantity (Required) – The number of units being sold. The subtotal updates automatically.
UOM (Required) – The unit of measure for the item (e.g., Units, Can, kg).
Price (Required) – The unit price per item. This may auto-fill from the product or pricelist but can be adjusted.
Discount (Optional) – Enter a percentage discount to apply on this line. The subtotal will update to reflect the discount.
Taxes (Optional) – Select the applicable taxes for the product (e.g., VAT - Sales of Goods 10%). The tax amount is calculated and included in the total.
Subtotal (Auto) – Automatically calculated as: Subtotal = (Quantity x Price) – Discount.

You can also use Add a section to group related items, or Add a note to include internal remarks on a specific line.

At the bottom of the Invoice Lines section, the Total Summary shows:

Untaxed Amount – The sum of all line subtotals before taxes.
VAT – The total tax amount applied.
Total – The grand total due including taxes.

Step 5 — Post

Click Save to save the cash sale as a Draft status, allowing you to still make edits. Once you have carefully reviewed and confirmed all details are correct, click Post to officially post the cash sale.

Credit Notes

A Credit Note is an official document that reverses or reduces the amount owed from a previously posted invoice. It is used to handle refunds, billing corrections, or returned goods. In MAQSU ERP, credit notes are recorded in accounting and directly reduce the outstanding balance on the original invoice.

Step 1 — Navigation

Navigate to Accounting from the left sidebar. Then from the top navigation menu, go to Customers ‣ Credit Notes.

The view of this platform is the same as that of the Invoice platform. You can observe already generated credit notes here. The Upload button will be available to upload documents related to a credit note. For the manual creation of the Credit Note, you can click on the Create button

Step 2 — Create

Click the Create button at the top-left to open a new blank Credit Note form.

The Credit Notes list page will open. If no credit notes have been created yet, the page will show an empty state with the message "The easiest way to create a credit note is to do it directly from the customer invoice."

Step 3 — Fill Out the Credit Note Form

The new credit note form will open in Draft status. Fill in the following fields:

Customer (Required) – Search and select the customer this credit note is issued for.
Reference (Optional) – Enter an internal reference or reason for the credit note (e.g., "Refund to Long Meth").
Invoice No. Ref – Enter the original invoice number this credit note is linked to (e.g., INV/2026/0007). This links the credit note to the source invoice for traceability.
Invoice Date Ref – Select the date of the original invoice being referenced.
Invoice Date – The date this credit note is issued. Defaults to today.
Doc. No. – Automatically generated by the system after saving.
Payment Terms – The payment terms carried over from the original invoice.
Journal – The accounting journal to post this credit note to, defaulting to Customer Invoices (USD).

Once filled in, the form will show all the entered header details.

Step 4 — Add Invoice Lines

Under the Invoice Lines tab, add the products or services being credited. Click Add a line and fill in the Product, Description, Account, Quantity, UOM, Price, Discount, and Taxes for each line.

The Total Summary at the bottom displays:

Untaxed Amount – Sum of all line subtotals before taxes.
VAT – The total tax amount applied.
Total – The grand total of the credit note including taxes.

Step 5 — Post

After completing all fields, click Save to save the credit note as a Draft. Then click Post to officially post the credit note.

This will change the status from Draft to Posted and assign a permanent credit note number (e.g., RINV/2026/0001).

Step 6 — Register Refund Payment

Once posted, the credit note number is assigned (e.g., RINV/2026/0001). Click Add Payment to register the refund payment back to the customer.

An Add Payment dialog will appear. Fill in the following:

Journal – Select the payment account the refund is paid from (e.g., Bank (USD)).
Doc. No. – Automatically generated. Leave as is or enter a custom reference.
Amount – Pre-filled with the credit note total (e.g., $33.26).
Payment Date – The date the refund was issued to the customer.
Memo – Auto-populated from the credit note reference (e.g., "Refund to Long Meth").

Click Validate to confirm and post the refund payment.

Step 7 — Verify Credit Note is Marked as PAID

After validating, the credit note will be stamped with a green PAID banner confirming the refund has been fully processed. The Amount Due at the bottom will show $0.00 and the Payment Info section will display the refund details including the amount, memo, date, and payment journal.

📌 Tip

Best Recommand when you need to reverse or correct a specific posted
invoice, as it automatically links the credit note to the original invoice, pre-fills all
invoice details, and ensures proper reconciliation in your accounting records. See how to reverse a specific posted invoice

Payments

Payment feature in MAQSU allows you to manage and track all customer payments in one place.

In this feature, you can send to customer or receive money from customers, and record payments related to customer invoices. This platform provides a comprehensive view of all payment activities, allowing you to easily track outstanding balances and ensure timely collections.

Now let's explore how to receive a payment from customer in MAQSU:

Step 1 — Navigation

From the left sidebar, click Accounting. Then from the top navigation menu, go to Customers ‣ Payments.

The Payments list shows all existing customer payment records. The list displays the following columns:

Number – The unique payment number assigned to each record (e.g., CUST.IN/2026/0009). Outgoing refund payments are prefixed with CUST.OUT.
Payment Date – The date the payment was made.
Customer – The customer who made the payment.
Journal – The bank or cash account the payment was received into.
Amount – The total payment amount.
Status – The current status of the payment: Validated (posted but not yet matched to an invoice) or Reconciled (matched and settled against an invoice).

Step 2 — Create

Click on the Create button to create a payment record manually.

Step 3 — Fill in the payment detials

Payment Type – Select the direction of the payment:

Receive Money – Use this for incoming payments from customers). Since it is a customer payment, the Payment Type can be set as Receive Money.
Send Money – Use this for outgoing payments or refunds to customers. The payment type Send Money is used in the case of vendor payment.
Internal Transfer – If you are creating this payment record for an internal transfer, you can activate the Internal Transfer field. Internal transfer refers to the transactions that move funds from one account to another within the company.

Journal – Select the bank or cash account the payment is received into.

Doc. No. – Automatically generated by the system.
Partner – Search and select the customer making the payment.
Amount – Enter the payment amount received from the customer.
Payment Date – The date the payment was received. Defaults to today.
Memo (Optianl) – Enter an optional internal note or reference, such as the invoice number the payment relates to.

Step 4 — Confirm

After filling in all required fields, click Confirm to post the payment.

Review the list and select the invoice(s) you want to match. The dialog shows:

Date – The invoice date.
Due Date – The invoice payment due date.
Number – The invoice number (e.g., INV/2026/0007).
Total – The invoice total amount.
Amount Due – The remaining outstanding balance on the invoice.

Step 6 — Verify

After confirming, the payment record will update to Validated status. The payment detail page (e.g., CUST.IN/2026/0011) will display:

You will also see two smart buttons at the top right: Journal Items (to view the accounting entries) and 1 Invoice (to view the matched invoice).

Step 7 — Printing (Optional)

After the payment is validated, you can print a receipt or voucher for the customer. Click the Print button at the top of the payment form and select the appropriate document:

Receipt / Payment Voucher – Prints a standard payment receipt to give to the customer.
Deposit Receipt – Prints a deposit receipt if the payment is a deposit or advance.

Help Articles

If you have any questions or need assistance with managing accounts receivable, invoices, or payments in MAQSU, you can refer to our comprehensive help articles. These articles provide step-by-step guides, tips, and best practices to help you navigate the system effectively.

Batch Posting

If you have multiple invoices that need to be posted at the same time, you can use the batch posting feature to post them all together. This is especially useful when you have a large number of invoices that are ready to be posted and want to save time by processing them in bulk.

To post multiple invoices at once, follow these steps:

Step 1 — Select the invoices

From the list of invoices, use the checkboxes on the left to select all the invoices you want to post. You can select as many invoices as needed.

Step 2 — Post Entries

After selecting the invoices, click on the Action button at the top of the list, then click Post Entries from the dropdown menu.

Step 3 — Validate

A confirmation dialog will appear showing the number of invoices being posted. Click Post Journal Entries to confirm and post all selected invoices at once.

Step 4 — Verify

After confirming, all selected invoices will be posted simultaneously. You can verify that they have been updated to Posted status.

Deposit / Down Payment

A Deposit or Down Payment is a partial payment made by a customer before the full amount of an invoice is due. In MAQSU, you can record a down payment against a posted invoice to reflect the amount received while keeping the remaining balance open until it is fully paid.

Let's see how to record a down payment for a posted customer invoice in MAQSU:

Step 1 — Select an invoice

From the list of invoices, select the invoice you want to record a down payment for. For example, let's select the invoice INV/2026/0001 with a total amount of $110.

Step 2 — Add Payment

Click the Action menu, then choose Add Payment for the selected invoice.

Step 3 — Enter partial amount

In the dialog, change the Amount from $110 to your partial amount (e.g. $60). You can use math operations here, for example, you can enter $110-50 to automatically calculate the half of the total amount. Then Enter.

Step 4 — Choose between Keep Open or Mark as Fully Paid

Choose whether to keep the invoice open with the remaining balance or mark it as fully paid by writing off the difference. In this example, we will choose Keep Open to keep the invoice open with the remaining $50 still owed.

Keep Open — Invoice remains partially unpaid; remaining $50 still owed
Mark invoice as fully paid — Writes off the $50 difference; closes the invoice

📌 In short

if the money is still expected to come in → Keep open. If the money is being forgiven or written off → Mark as fully paid.

Step 5 — Validate

Click Validate to confirm the partial payment and update the invoice status accordingly.

Step 6 — Verify

After validating, the invoice will update to reflect the partial payment. The Amount Due will show the remaining balance (e.g., $50), and the invoice status will indicate it is partially paid.

Payment Matching

Payment matching is the process of reconciling a received payment against one or more outstanding invoices. In MAQSU, you can easily match payments to invoices to ensure your records are accurate and up-to-date.

Let's see how to match a received payment to an outstanding invoice in MAQSU:

Step 1 — Navigation

Navigate to the Payments list under Customers ‣ Payments. Here you will see all received payments that are in Validated status but not yet reconciled.

Step 2 — Create a new payment

Click the Create button to create a new payment record for the amount received from the customer.

Step 3 — Select Customer

In the new payment form, select the customer who made the payment in the Partner field. This will automatically display all outstanding invoices for that customer.

Step 4 — Enter Amount and Confirm

Enter the payment amount received from the customer. Then click Confirm to proceed to the matching step.

Step 5 — Match to Invoices

A list of outstanding invoices for the selected customer will appear. Click Validate to confirm the payment and match it to the selected invoice(s).

Step 5 — Verify

Now you have successfully matched the payment to the invoice. You will get to see a smart button shows the number of invoices 1 Invoice. Click on it to view the matched invoice(s).

Batch Payments

A Batch Payment is a group of payments that are processed together as a single transaction. In MAQSU, you can create batch payments to efficiently manage and process multiple payments at once, whether they are incoming customer payments or outgoing vendor payments.

Let's see how to create a batch payment in MAQSU:

Step 1 — Select Invoices

From the list of invoices, use the checkboxes to select multiple invoices that you want to include in the batch payment. For example, you can select three posted invoices that are ready to be paid.

Step 2 — Add Payment

After selecting the invoices, click on the Action button at the top of the list, then click Add Payment from the dropdown menu.

Step 3 — Create Payment

In the payment creation form, you will see some fields such as:

Payment Method Type (Auto) – This field will automatically set by the system as Manual since you are creating a payment for multiple invoices.
Journal – Select the bank or cash account the payment will be processed
Group Payment (Optional) – If you check this box, the system will group the selected invoices into a single payment entry. If left unchecked, separate payment entries will be created for each invoice.
Payment Date – The date the batch payment will be processed.

After filling in the required fields, click Create Payment to create the batch payment.

Step 4 — Verify

After creating the batch payment, you will be taken to the payment detail page where you can verify the payment information and see the list of invoices included in the batch.

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Introduction

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Account Payable