Accounts receivable on the balance sheet

Open amount receivables, invoices already paid

Normally, the accounts receivable field on the balance sheet shows an amount of €0 if all invoices have been paid. Only when an invoice has not been paid or has the status “overdue” in Gekko is the amount of an invoice added to accounts receivable. However, it is possible for the amount of a paid invoice to reappear in the accounts receivable field. This can happen when an invoice is paid in a different year than the year in which it was sent. For example, if you sent an invoice in December 2023 and it is not paid until January 2024, the amount of the invoice sent is still open for 2023. The amount of the sent invoice will also remain outstanding for 2024 until the invoice has been paid in full. An invoice that is paid in the following year is considered a short-term debt of your customer.

Above is an example of an invoice sent on August 1, 2023, and paid on January 10, 2024. In this example, an amount of €1,000 remains outstanding on the balance sheet for the accounts receivable field in 2023, even after the invoice has been paid. After the invoice has been paid in full on January 10, the amount will change to €0 for the year 2024.

Negative accounts receivable amount

Is there a negative amount shown behind your accounts receivable field on the balance sheet? Or is the amount of your accounts receivable lower than expected? If too much has been paid for an invoice in Gekko, the amount will be displayed as “Unpaid” in Gekko when your invoice is paid. The invoice itself has the status “Paid,” but the amount of the accounts receivable is deducted on the balance sheet.

Below is an example of an invoice that was overpaid by €50, resulting in an “Unpaid” amount of € -50.

The cause of an overpaid invoice may be that too much has been charged due to a linked bank transaction. It is possible that you accidentally link an extra payment to an invoice that has already been paid, so please pay close attention to this.

Unfortunately, it can sometimes happen that a payment from Mollie is manually linked to an invoice, while Mollie itself automatically links a payment to your invoice in Gekko.

In the case of a double-saved transaction, you can delete your (manually) double-linked transaction when reviewing the payments for the invoice in Gekko.

Delete duplicate payment 

On the invoices page in Gekko, click on the three small dots next to your invoice to select the “Add payment” option, then review the payments for your invoice.

If you have manually linked a duplicate transaction to your invoice, click on the trash can icon next to the transactions to delete the transaction.