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The AR&AP page brings your sales and purchase invoices into Caleido. Use it to follow who owes you, whom you owe, what is overdue, and when the money is expected to move. You can also add the page to a workbook as a Receivables & payables tab. See Create a workbook.

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Open the page

Open AR&AP from the sidebar. The page has these tabs: Invoices are grouped by paid status and then by counterparty. Overdue amounts are highlighted in red.

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Choose the period and filter

  • Period: the date picker at the top of the page sets the period. By default it runs from today to 14 days ahead. Today resets it
  • Filters: click Actions > Modify > Filter… to filter by Invoice status (Paid, Due, Overdue), AR/AP section, Category (Invoices, Salaries, Taxes, Other) and Counterparty. Restore defaults clears the filters
  • Grouping, sorting and columns: use Group…, Sort… and Columns… in the Actions menu. Most invoice fields, such as Invoice date, Due date, Due In and Avg. days late, are available as columns
Click an invoice number to open the invoice.

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Use the aging report

The Aging report tab shows only due and overdue invoices. The columns are Due plus one column per aging bucket. The default buckets are 1-30, 31-60, 61-90 and 91+ days past due.
  • As of: the date the invoices are aged from. It defaults to today
  • Until: the last invoice date included. It defaults to the end of the month after the As of date, so recurring invoices dated far in the future don’t inflate the Due column

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Change the aging buckets

  1. On the Aging report tab, click Actions > Configure > Edit aging buckets….
  2. Edit the Label, From day and To day of each bucket, or click Add bucket.
  3. Mark the last bucket Open-ended. You need exactly one open-ended bucket, and the buckets can’t overlap or leave gaps.
  4. Click Apply. Restore defaults brings back the standard buckets.

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Plan when invoices will be paid

For each open invoice you can tell Caleido when you expect it to be paid. Click the cell to edit it.
  • Expected payment date: the date you expect the payment
  • Expected delay: the number of days after the due date. Caleido sets the expected payment date from it
  • Priority: how important the payment is: Critical, Normal, Can wait or Discretionary. The column is hidden by default
Paid invoices can’t be edited.

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Add open invoices to your budget

The Add payment column adds an open invoice to your budget as a payment, so it shows up in your cash flow forecast.
  1. Select the budget in the top bar.
  2. Click Add on the invoice. The button changes to Added.
Caleido uses the payment date if the invoice is paid, otherwise the expected payment date, otherwise the due date. To take the invoice out of the budget, click the x on Added. You can’t add invoices to a locked budget.

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See the cash flow summary

With a bank connection, a Cash flow summary sits above the table. It shows Cash start, Accounts receivable, Accounts payable, Salaries and Cash end for each period. Cash start comes from your bank balances, and salaries come from the selected budget. Click Cash flow to collapse or expand it. Select a budget to see it.