AR Transaction

Use an AR Transaction when you need to post a customer amount directly to your ledger accounts — an adjustment, a correction, or a document that arrived from outside neoo — without building a line-item invoice. If you are billing services from your catalogue, use a Sales Invoice instead; the AR Transaction gives you full control over exactly which accounts are affected.

Navigate to Customers → Postings → Customer Transaction to create or open one.

Transactions from the Document Inbox#

When customer documents arrive through the Document Inbox, each one lands as a ready-to-review AR Transaction on a workstation, pre-filled with the details read from the document — nothing has to be typed in by hand. Review it, correct anything the AI got wrong, and approve or post. The AI Processing tab shows how the document was read.

The page at a glance#

The transaction is organised into tabs:

• Details — the transaction itself, in cards: the header, Line Items, Payments, Custom Fields (when your dataset defines any), and Transfer History for transactions moving through workstations.
• Documents — reference documents attached to the transaction. Click Add to upload.
• Accrual — spread the amount over several periods (see below).
• Recent Transactions — the latest AR transactions, one click to reopen; once a customer is selected the list narrows to that customer (requires permission to list customer transactions).
• History — who changed what, and when (once the transaction is saved).
• AI Processing — how the AI read the source document of transactions that arrived through the inbox. The tab appears on every saved transaction and requires the AI Prompts permission.

The action buttons and a live preview of the printable document sit alongside, and a Back to link at the top returns you to the report or workstation you came from.

Filling in the transaction#

Header#

Line items#

Each line posts an amount straight to a ledger account — this is what sets a transaction apart from an invoice.

Add Line adds a blank line, the X on a line removes it, and lines can be reordered by dragging the handle.

Below the lines, two note fields travel with the transaction: Notes prints on the customer-facing document, while Internal Notes stays visible only to your team and is pre-filled from the customer record.

Taxes#

Tax Included treats the amounts as tax-inclusive — tax is extracted from the totals instead of added on top. When tax is calculated at transaction level, each tax row in the totals carries its own checkbox, so you can leave an individual rate off this transaction without touching the customer’s tax setup.

Reverse charge (Bezugsteuer): choosing a Reverse Tax rate on a line books both reverse-charge legs automatically when the transaction is saved — the tax due and the matching offset — so a single line handles the whole Bezugsteuer entry. Reverse tax requires tax-excluded amounts; with Tax Included on, saving stops with “Reverse tax must be tax-excluded — turn off Tax Included.”

Payments#

Money received against the transaction can be recorded directly in the Payments card — Date, Source reference, optional Memo, Amount, and the bank Account it arrived on (plus an Exchange Rate on foreign-currency transactions) — or left for later matching. Outstanding shows the total minus everything received.

Custom fields#

If your administrator has defined custom fields for AR transactions (System → Defaults → Custom Fields), they appear in their own card — text, amount, date, or selection fields, some accepting multiple values. Fields marked required must be filled before the transaction can be posted; a “Required custom fields missing” message names any that are still empty.

Saving, approving, and posting#

The primary button adapts to where the transaction stands, always offering the most likely next step:

1. Approve — the transaction is pending on a workstation and you may approve it.
2. Transfer → (station) — the current workstation has a configured next step in the review chain.
3. Post / Save — while the transaction is still pending approval, the button reads Save and stores your edits without posting anything. Once approved (or when no approval flow applies), it reads Post and writes the transaction to your books. Posting keeps you on the page.

The remaining actions sit alongside as applicable: Post as New (duplicate as a new transaction), New Number, Reversal (turn the saved transaction into a mirroring credit note on screen, to be reviewed and posted), and Delete. Approval limits — who may approve, and up to what amount — are configured per workstation in Manage Workstations; reviewers work through their queue on the Approvals page.

Credit transactions#

A credit transaction is the credit note that mirrors an AR transaction. Use Reversal on a saved transaction to prepare one pre-filled, or create one from scratch under Customers → Postings → Credit Transaction — the same screen, titled Credit Note. The printed document never carries a QR payment part.

Sending to a workstation#

While a transaction is pending, you can pass it to a colleague’s workstation — no handoffs outside the system:

• Transfer → (station) forwards it straight to the configured next station in one click.
• Move to… lets you pick any station; add Transfer Notes so the recipient knows why it is coming, then click Move.

Every hop is recorded in the Transfer History card — where the transaction came from (including uploads and inbox arrivals, with the source and any AI processing notes), who moved it, and when. Once a transaction is posted it no longer moves between stations.

Spreading over periods (Accrual tab)#

Some amounts belong to a different period than the posting date — a fee for a year of service, for example. Switch on Adjust when this transaction is recognized on the Accrual tab and choose a Mode:

• Spread over period — the amount is spread evenly so each period carries its share instead of the full amount landing at once: choose the Period (Monthly, Quarterly, or Yearly), the number of periods, and the Start date.
• Recognize on date — the whole amount is deferred and recognised on a single Recognition date.

A summary line shows what will happen; once the transaction is posted, the tab lists the resulting bookings.

The live document preview#

For customer transactions the preview renders the printable record of the transaction (titled Debitorenbuchung on German documents) exactly as it will be produced. Edit layout opens the layout editor for the letterhead, margins and wording, and Download, Open in new tab, and Print give you the document itself. Point the first payment line at a bank account with a QR-IBAN and the document carries the Swiss QR payment part.

Unsaved changes#

Actions that operate on the stored record — transferring, reversing, printing — are held while the form has unsaved edits. The page tells you so and offers or discard changes, which returns to the last saved state; otherwise save first, then continue.