Swifto ERPSales moduleSettlement notices
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User Manual Sales module Version 1.0 · Stable

Manual Settlement notices

The settlement notice represents a payment due date expected from a customer on their invoices or delivery notes. It serves as a tool for collections tracking and reminders: the sales rep and the accounting team can see at a glance who needs to pay, how much, and by when.

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Possible statuses
4
Tracking columns
3
Available actions
∞
Possible reminders
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Overview

The Settlement notice is a tracking document that links an expected due date to a sales document (invoice or delivery note). It lists the items concerned, the amount to be paid and the due date. Swifto can generate it automatically from the invoice's payment terms, or it can be reviewed to drive customer reminders.

Business goal

  • Track customer settlement due dates
  • Follow up on late payments
  • Link the notice to its invoice / delivery note
  • Break down the lines (item, quantity, amount)

Target audience

  • Accounting / collections — manage payment receipts
  • Sales reps — follow up with their customers
  • Management — monitors the customer outstanding balance

Position in the cycle

The settlement notice sits after the invoice / delivery note is issued and before the payment is received. See Sales invoices and Delivery notes upstream, Payments received / Advances downstream.

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Access and navigation

Left-hand side menu: Sales → Settlement notices.

Swifto ERP — Sales menu
Global dashboard
Sales
Invoices
Collections / Advances
Notice of settlement
Post-dated cheques
Withholding tax
Settings
Purchases
Need help? Click here...
The list of settlement notices opens on the right after the click.
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List of settlement notices

The page lists the company's settlement notices. Each row expands (chevron) to display the item detail of the notice. A color legend distinguishes cancelled invoices (red) from original invoices (green).

Sales › Settlement notices
Global dashboard
Sales
Invoices
Notice of settlement
Post-dated cheques
Withholding tax
Settings
Purchases
071 Mr Amine ABDELKEFI
Need help? Click here...
Notice of settlement
Date⇅Customer⇅Total excl. tax⇅AssignmentDetail
02/05/2026SOCIÉTÉ EL MAZRAA12,480.000TNDInvoice: SY000412
28/04/2026ECAR7,350.000TNDDelivery note: No. 000450
15/04/2026SOCIÉTÉ FONDS CLAIR28,900.000TND---
Cancelled invoice Original invoice

Table columns

ColumnDescription
DateCreation / issue date of the settlement notice.
CustomerDebtor customer concerned by the due date (code + label depending on configuration).
Total excl. taxTax-excluded amount of the notice, expressed in the document's currency (TND by default).
AssignmentAttached document: Invoice: No. …, Delivery note: No. …, or --- if the notice is not yet attached.
Detail (chevron)Expands the notice's lines: Item, Quantity, Unit price, VAT, Total excl. tax, Total incl. tax.

Expandable lines

Click the chevron at the end of the row to display the notice's item-by-item detail (quantities, unit prices, VAT, excl./incl. tax totals).

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Action bar

Delete

Deletes the ticked settlement notice (subject to the Deletion privilege). A confirmation is requested.

Help / Legend

Displays the meaning of the colors (cancelled invoice in red, original invoice in green).

Automatic generation

Settlement notices are generally generated automatically by Swifto from invoice payment terms and due dates. Manual entry is therefore rare; the screen mainly serves for tracking and follow-up.

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Row actions

Details

Read-only

Opens the complete settlement notice: customer, attached document, item lines, amounts and due date.

Expand the lines

In-line

Displays the item-by-item detail directly in the list without changing page.

Follow up / Send

Collections

From the detail view, the notice can serve as the medium for an email reminder to the customer (due date reminder) — see section 7.

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Notice detail

By expanding a row (or via the Details icon), Swifto displays the notice's item lines: reference, quantity, unit price excl. tax, VAT, total excl. tax and total incl. tax.

Settlement notice — line detail
Detail — SOCIÉTÉ EL MAZRAA · Invoice SY000412
ArticleQuantityUnit priceVATΣ excl. taxΣ incl. tax
467802 - SMART SUPERVISOR MODULE10.000650.000 TND19,000 %6,500.0007,735.000
118430 - INSTALLATION PACK4.0001,245.000 TND19,000 %4,980.0005,926.200

Read-only

The detail faithfully mirrors the lines of the original invoice / delivery note. Any amount change is made on the original document, not on the notice.

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Reminders & sending

The settlement notice serves as the medium for the customer reminder: a reminder of an unmet due date. The reminder can be sent by email with a summary of the amounts due.

Reminder — Invoice SY000412

contact@elmazraa.tn
12,480.000 TND
15/05/2026

Tip — prioritize following up on notices whose due date has passed and whose customer already carries a high outstanding balance.

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Notice statuses

StatusMeaningExpected action
UpcomingFuture due date, payment not yet expected.Monitor
OverdueDue date has passed, payment expected.Follow up with the customer
SettledPayment received, the notice is closed.None
Invoice cancelledThe original invoice has been cancelled (red color in the legend).Ignore / archive

The legend's "red / green" colors distinguish cancelled invoices from original invoices.

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Lifecycle (workflow)

flowchart LR
  A([Invoice / delivery note issued]):::s --> B[Settlement notice
Upcoming]:::p
  B -->|due date passed| C[Overdue]:::w
  C -->|email reminder| R([Customer reminder]):::p
  C -->|payment received| D([Settled]):::ok
  B -->|early payment| D
  A -.->|invoice cancelled| K([Invoice cancelled]):::ko
  classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d;
  classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;
  classDef w fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
  classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
  classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;
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Business rules

Mandatory attachment — a settlement notice is always linked to an invoice or a delivery note (Assignment column). Without an attachment, it remains ---.

Currency — the Total excl. tax amount and the lines are expressed in the original document's currency; the number of decimal places depends on the currency's subunit (2 or 3 digits).

Automatic settlement — as soon as a payment is received that covers the due date, the notice moves to Settled without manual intervention.

Cancelled invoice — if the original invoice is cancelled, the associated notice is marked in red; it no longer leads to collection.

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Roles & permissions

ActionSales repAccountantManagementAdmin
View✅✅✅✅
View detail✅✅✅✅
Follow up (email)✅✅—✅
Delete—✅—✅

Indicative matrix — depends on the GAvisReglement privilege defined in your company's profile.

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Usage scenarios

Reminder for an overdue due date

Invoice SY000412 from SOCIÉTÉ EL MAZRAA (12,480 TND) reaches its due date on 15/05/2026 without payment. The accountant opens the notice, checks the lines and sends an email reminder to the customer.

Automatic settlement after payment receipt

The customer pays by bank transfer. The payment is recorded in Payments received / Advances; the settlement notice automatically switches to Settled and disappears from the pending reminders.

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FAQ & Tips

What is the settlement notice for?

To track the due dates expected from customers and organize reminders. It is not a payment receipt: it is a reminder of what needs to be paid.

The Assignment column shows "---"?

The notice is not yet attached to an invoice or a delivery note. Check the original document or the payment term that generated it.

Tip — prioritize collections

Sort by date (oldest due dates first) to address first the delays that are most damaging to cash flow.

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Swifto ERP · Sales module · User Manual v1.0

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