What does OPOS mean?

The term OPOS stands for "open items." It refers to invoices or payments that have not yet been settled. When a company issues an invoice and the customer has not yet made the transfer, this transaction remains an open item. Only when the amount has been paid in full is the item closed and removed from the overview.

The term "open item" indicates that a business transaction is not yet completed. This allows companies to see at any time which amounts are still outstanding and which payments have already been received. Especially in day-to-day business, this overview is important for clearly separating income from expenses.

How is OPOS defined in accounting?

In accounting, OPOS means that each individual invoice is recorded and monitored separately. This approach goes beyond a simple total overview. Instead of only knowing the overall amount of outstanding receivables, each invoice is displayed individually.

This makes it clear which amounts are still outstanding from which customers or suppliers. An item is only considered "closed" when the invoice is paid or offset. For partial payments, the outstanding balance decreases step by step until nothing remains open.

This method is very helpful in practice because it creates transparency. Companies not only know the total of their outstanding receivables but also who still owes them money or to whom they still need to make payments.

What data does an open item include?

An individual item contains a set of information that allows the status of an invoice to be tracked precisely. Typical data includes:

A unique invoice number
Name and address of the customer or supplier
Amount still outstanding
Due date of the invoice
Current status, for example, "open," "partially paid," or "settled"

Additionally, there may be references to discounts, dunning levels, or internal notes. These details make it possible to track at any time how old an item is, how high the amount is, and which next steps in the payment process are required.

How are open items managed or displayed?

Open items are managed in special overviews, often referred to as the OPOS list. This is where all unpaid invoices are listed individually.

In the past, such lists were often maintained manually in spreadsheets. Today, modern accounting software handles this task automatically. As soon as an invoice is recorded, the software creates an open item. When a payment is entered, the software matches it with the corresponding item.

The display is usually flexible: open items can be sorted by customer, due date, or amount. This makes it immediately clear which invoices are still open, which are coming due soon, and where action is required.

Where is OPOS used in accounting?

Open items play an important role in two main areas:

Accounts receivable accounting: This records all receivables from customers. Open items indicate which invoices customers still need to pay.
Accounts payable accounting: This records liabilities to suppliers. Open items here indicate which invoices the company itself still needs to settle.

In both cases, open-item management ensures that invoices are not overlooked. It forms the basis for companies to keep track of their liquidity and respond on time.

Who works with open items?

Most commonly, bookkeepers work with open items. They record new invoices, monitor incoming payments, and reconcile the items. Tax advisors also regularly access this data to ensure that bookkeeping is correct.

In addition, finance departments use these overviews to make decisions. Open items provide immediate insight into how much money is still expected to come in and what expenses are still planned.

External parties such as auditors or debt collection agencies also work with open items. For them, this data serves as a basis for verifying the accuracy of the accounting or pursuing unpaid claims.

What role do open items play in receivables management and debt collection?

Open items are the foundation of effective receivables management. They clearly show which invoices remain unpaid and how long an amount has been outstanding. Based on this information, companies can take targeted measures, such as sending payment reminders or initiating a judicial dunning process.

In the field of debt collection, open items are particularly important. If a receivable remains unpaid despite multiple reminders, the data can be sent directly to a collection agency. There, it serves as proof of the outstanding claim and forms the starting point for all further steps — from out-of-court reminder letters to legal proceedings.

Thus, open-item management connects internal accounting with external receivables management. It ensures that no claim is overlooked and that overdue amounts can be systematically tracked.