Pre-Accounting Software: Current Account & Collections
Ycater's pre-accounting layer manages customer and supplier current account balances, movement history and the collections process from a single screen. Without exporting data to a separate accounting program, every invoice, collection and payment posts to the current account ledger automatically, inside the same catering software — you see who owes you and who you owe without checking a spreadsheet.
How does the current account balance work?
When you issue an invoice to a customer or receive goods from a supplier, the transaction is posted automatically as a debit or credit to that account. Collections and payments update the balance the same way. The number you see on the current account screen is the live balance — no separate reconciliation step required.
Statements: a shareable account summary in one click
When a dispute comes up with a customer or supplier, what you need is a current account statement: the opening balance for your chosen period, every movement within it, and the running balance. Ycater prepares this for any date range and lets you download it as a PDF — a formal-looking document you can email to the other party.
Aging report: which receivable is at risk?
Not all open receivables carry the same weight. The aging report splits every open invoice into not-yet-due, 0-30, 31-60, 61-90 and 90+ day buckets, so you see which collection is at risk before month-end — you set collection priority by numbers, not by memory.
Credit limit: automatic credit control
If you know how much a given customer should be allowed to owe, define it as that account's credit limit. When a new transaction would exceed it, the system warns you — or stops the transaction outright if you prefer it that way. Receivables older than 90 days count towards it too, so credit control lives in the system rather than in one person's memory.
Collections and payments: automatic FIFO allocation
When a payment comes in from a customer, you don't have to work out by hand which invoice it covers. Automatic allocation closes the oldest open invoice first (FIFO), and you can still allocate manually if you prefer. Cash and wire-transfer collections land in your cash position immediately; a check lands on the day it is collected — you never update the cash balance separately.
How does this connect to invoicing and stock?
The current account module isn't an isolated bolt-on — it runs on the same data as invoicing, e-invoice import and cost/price tracking. An invoice you issue to a customer is posted on the stock/cost side and the current account side at once; you never move data between two separate systems. See cost & price tracking and automatic e-invoice import.
Movements that don't fit an invoice
A correction or an opening-balance carry-over — anything outside regular invoicing — can be posted to the account directly; it shows up in statements and reports alongside every other movement.
Pre-accounting or full accounting?
Ycater's current account, statement, collection, check and cash/bank tracking behaves like a pre-accounting program: it keeps day-to-day commercial movements (who owes whom, which payment came in) live and automatic; invoices are calculated VAT-inclusive and your transactions turn into accounting records behind the scenes. Tax filing, e-Ledger and formal accountant reporting are out of scope — for those steps, your data sits ready to hand off to your accountant. In short, Ycater brings this layer into the same application as your catering operations, without a separate pre-accounting tool.
Who is it for?
Catering companies working with dozens of customers and suppliers at once, corporate food-service operators that need regular collection tracking, and bulk-meal production facilities that want to see receivable risk ahead of time. When choosing catering software, having current-account and collections built into the same program as your stock/invoice flow — instead of a disconnected module — keeps your daily operation in one application.
Frequently asked questions
Does Ycater require a separate pre-accounting program?
No. Current accounts, statements, collections, checks and cash/bank tracking are built into Ycater; you don't need to buy a separate pre-accounting tool and move data back and forth.
Are invoices calculated VAT-inclusive?
Yes. Invoice amounts are calculated VAT-inclusive; where you enter a VAT rate, the VAT is split out of the total correctly. Your accountant continues the tax filing from that data.
How is the current account balance updated?
The moment an invoice is issued or a collection/payment is recorded, the related current account balance updates automatically; no manual reconciliation step is needed.
How do I get a current account statement PDF?
Pick a date range for a given account and the statement — opening balance, every movement in the period, and the running balance — downloads as a PDF in one click.
Which invoice does a collection get applied to?
In automatic allocation mode, a payment closes that account's oldest open invoice first, in order (FIFO); you can also allocate manually if you prefer.
What happens when a credit limit is exceeded?
If an account has a credit limit set, the system warns you when it would be exceeded — or stops the transaction outright if you prefer it that way. Receivables older than 90 days count towards it too.
What is the aging report for?
It splits your open receivables into not-yet-due, 0-30, 31-60, 61-90 and 90+ day buckets, so you see which collections are at risk without waiting for month-end.
Want to test current account and collections tracking with your own customer/supplier list?