FAQ: Open Invoices Report

Q: Why are some of my invoices not appearing in the Open Invoices report?

A: The Open Invoices report shows only invoices with an unpaid balance. Possible reasons for missing invoices:

• Fully paid invoices: If you recorded a payment that paid the invoice in full, it no longer appears in this report — it's only in the Invoice List report.
• Draft invoices: Invoices that haven't been submitted yet may not appear. Submit the invoice first.
• Invoices with full credits: If you issued a credit note that brought the balance to zero, the invoice is removed from the "open" list.
• Filters applied: Check if you've applied filters (date range, customer, amount) that might be hiding your invoice.

Q: An invoice says it's overdue, but I know I received payment. Why?

A: If the invoice still shows as overdue in the report, the payment may not have been recorded in Usystems. To fix this:

• Go to Payments Open in Usystems and verify the payment was recorded.
• If the payment wasn't recorded, create a new payment record and apply it to the correct invoice.
• Once the payment is recorded, the report will update and the invoice will move out of the "open" list (if fully paid) or its balance will decrease (if partially paid).

Q: What does "Days Overdue" mean?

A: "Days Overdue" is how many days have passed since the invoice's due date. For example:

• An invoice due on June 1st that you check on June 8th is 7 days overdue.
• If no due date was set on the invoice, "Days Overdue" may show as blank or zero.
• Use this column to prioritize which customers to contact — the larger the number, the older and more urgent the collection effort.

Q: Can I use this report to forecast my cash?

A: Yes, to some extent. The total "Amount Due" in the report represents money you expect to collect from customers. However, keep in mind:

• Not all will be collected: Some invoices may never be paid (bad debt risk).
• Payment timing varies: Customers may pay earlier or later than the due date.
• New invoices: This report doesn't include invoices created after the report was run.

For the most accurate cash forecast, combine this report with your payment history and customer reliability data.

Q: Can I delete or hide invoices from the Open Invoices report?

A: No. Invoices can only be removed from the "open" list by:

• Paying them off completely: Record the payment in Usystems.
• Issuing a credit note: If you grant a credit or discount, apply it to the invoice.
• Canceling the invoice: In rare cases, you may cancel an invoice (ask your administrator about the policy).

Simply filtering the report does not delete invoices — it just hides them temporarily on your screen.

Q: Why is my total "Amount Due" different from my accounts receivable on my balance sheet?

A: These should match, but differences can occur if:

• Timing: The report was run on a different date than your financial statement.
• Invoices in different statuses: Your accounting system may include invoices that are not yet "submitted" in Usystems.
• Journal entries: Manual adjustments or write-offs in your journal may not be reflected in the invoice status.

Work with your accounting team to reconcile the two figures.

Q: Can I set up automatic follow-ups or reminders based on this report?

A: This depends on your Usystems setup and any integrations you may have. Check with your administrator about:

• Email reminders to customers (your administrator may have configured reminder workflows).
• Integration with external CRM or task management tools.
• Custom rules or automations available in your version of Usystems.