Use GWMS to Generate and Review Accounts Receivable Bills

Updated: 2026-05-21

1. Scenario

Definition: Accounts Receivable is the warehouse billing page used to review bill documents generated from business charge transactions.

Purpose: The warehouse team, customer service team, and finance team can use this page to query receivable bills, generate bill documents for a selected billing period, review the transactions included in one bill, start reconciliation, void a bill when the bill scope is wrong, and export the current list result.

Applicable scenarios:

• Query one receivable bill by bill code, warehouse, customer, business serial number, business order number, or billing period.
• Generate receivable bills for one customer and one billing period.
• Review which business transactions are included in one bill.
• Drill down from one bill to the original expense details of one business transaction.
• Move one bill from Unreconciled to Reconciling.
• Void a bill that should no longer be used.
• Export the current receivable-bill result after filtering or selecting rows.

Not applicable:

• If you need to add or correct charge transactions before a bill is created, use GWMS-Business Billing-Business journal.
• If you need to maintain quotation rules, use quotation pages instead of Accounts Receivable.

2. Operation Guide

Prerequisites

Please confirm the following before you start:

1. Your account can open GWMS-Business Billing-Accounts Receivable.
2. Prepare at least one useful query condition such as Bill Code, Warehouse, Customer, or Billing Period.
3. If you need to generate a bill, confirm the target customer and billing period first.
4. If you need to export bills, filters or row selection should already match the bill scope you want to keep.

2.1 Open the Accounts Receivable page and query bills

Menu path: GWMS-Business Billing-Accounts Receivable

1. Sign in to GWMS.
2. In the left navigation, expand Business Billing.
3. Click Accounts Receivable.
4. The top area shows the filter panel, the middle area shows action buttons, and the lower area shows the receivable-bill list.

The current filter area shows these fields:

• Bill Code
• Warehouse
• Customer
• Business Serial Number
• Business Order No.
• Billing Period

After you set the query conditions, click Search. If you want to clear the current conditions and query again, click Reset.

2.2 Generate a receivable bill

Applicable scenario: You need to generate a receivable-bill document for one customer and one billing period.

1. Click Generate Invoice.
2. In the Add Receivable Bill dialog, select Customer.
3. Select Warehouse if needed.
4. Select Billing Start.
5. Select Billing End.
6. Enter Remark if needed.
7. Click Confirm.

Use this dialog when the bill document should be generated directly from the target customer and billing period.

2.3 Review one bill and its included transactions

1. In the bill list, find the target receivable bill.
2. Click the blue Bill Code.
3. The system opens the Transaction Details dialog.

The dialog shows bill summary information such as:

• Bill Number
• Customer Code
• Warehouse Code
• Bill Status
• Amount
• Currency
• Billing Period

The middle cards group the included transactions by billing type, such as:

• All
• Storage Rent
• Inbound
• Outbound
• In-Warehouse
• Work Order
• Return
• Other

The lower list shows the related business transactions under the current bill. Use the type cards to narrow the transaction list before you continue checking one exact line.

2.4 Drill down to the original expense details

1. In Transaction Details, click the blue Business Transaction number.
2. The system opens the Expense Details dialog.
3. Review the bill-linked transaction information, charge amount, billing type, charging status, billing status, and operation logs.

Use this drill-down path when one amount inside the bill needs a more detailed transaction check.

2.5 Start reconciliation for one bill

Applicable scenario: The bill is still Unreconciled and is ready to move into the reconciliation stage.

1. In the bill list, find the target bill.
2. Click Review in the Operation column.
3. The system opens a System Prompt confirmation dialog.
4. Click Confirm.

The current confirmation dialog changes the bill status to Reconciling.

2.6 Void one bill

Applicable scenario: The bill should no longer be used because the bill scope or bill result is wrong.

1. In the bill list, find the target bill.
2. Click Void in the Operation column.
3. The system opens a System Prompt confirmation dialog.
4. Click Confirm.

Use Void only when the current receivable bill should be invalidated and removed from the active reconciliation flow.

2.7 Export the current bill result

1. Narrow the bill scope with filters, or select the target rows first.
2. Click Export.
3. The system exports the current bill result.

Use filters before exporting so the file only includes the bill scope that needs to be shared or reviewed.

3. Additional Notes

3.1 Relationship between Business Journal and Accounts Receivable

• Business journal: Review original charge transactions and transaction-level operations.
• Accounts Receivable: Review bill documents created from those transactions.

A practical order is:

1. Confirm transaction lines in Business journal.
2. Generate or review the receivable bill in Accounts Receivable.
3. Open Transaction Details to confirm the included transaction lines.
4. Drill down to Expense Details if one line amount still needs a detailed check.

3.2 How to review the bill amount

Start with the Transaction Details summary cards and compare the grouped amounts by billing type. If one type looks wrong, keep narrowing the result in the lower list and then open Expense Details for the exact transaction line.

This path is useful when the bill total looks correct overall but one part of the amount still needs to be explained to the customer or finance team.

3.3 Review and Void

Review moves the bill into the reconciliation stage. Void invalidates the current bill.

Use Review when the bill is ready for reconciliation. Use Void when the bill result should no longer stay in the current bill list as an active bill document.

4. FAQ

Q1: Where should I check the transactions included in one bill?

A1: Click the blue Bill Code in the list. The system opens Transaction Details, where you can review grouped amounts and the included business transactions.

Q2: How do I check why one billed amount looks wrong?

A2: Open Transaction Details first, narrow the result with the billing-type cards, then click the blue Business Transaction number to open Expense Details.

Q3: What is the difference between Business journal and Accounts Receivable?

A3: Business journal is the transaction page. Accounts Receivable is the bill page built from those transactions.

Q4: Should I filter or select rows before export?

A4: Yes. The current page supports row selection and filtering, so narrow the bill scope first to avoid exporting unrelated bills.

Q5: What does the Review confirmation do?

A5: The current confirmation dialog changes the bill status to Reconciling, which means the bill moves from the unreconciled stage into the reconciliation stage.