Overview 

In accounting, Customer Accounts are records that track the financial transactions between a business and its individual customers. This account is essential for monitoring sales, payments received, and any outstanding balances.

These tutorials explain how to display Customer Accounts and Transactions in the Ledger. They also explain how to process Customer Receipts, Overpayments, Refunds, and Discounts.

Navigation: Main Menu > Accounting > Ledger

How to Display a Customer Account 

The Customer Ledger shows all the debit and credit entries for a particular customer. Most of the search and filter options are greyed out. Using filters that are not greyed out will switch the interface to Transaction View. 

1. Navigate to Main Menu > Account > Ledger.

2. Filter = Select Customer Account.

3. Choose the applicable dates:

   • Select a date range from the dropdown list next to Set, or 

   • Select custom dates by selecting dates on the calendar. 

4. Select a customer from the dropdown list next to Customer.

   • Note: You must choose a customer account. The option to display all the accounts is unavailable.

5. Click View (button).

How to Display Customer Transactions 

1. Navigate to Main Menu > Account > Ledger.

2. Filter = Select Transaction.

3. Next to Entry Type, select any of the Entry Types that were created for Customer transactions (e.g. Customer Invoices, Customer Credit Notes, Customer Receipts).

4. Next to Customer select a customer or select All to view all the transactions.

5. Click View (button).

How to Display Customer Transactions in Detail 

1. Navigate to Main Menu > Account > Ledger.

2. Filter = Select Transaction Items.

3. Next to Entry Type select any of the entry types that were created for Customer transactions (e.g. Customer Invoices, Customer Credit Notes, Customer Receipts).

4. Next to Customer select a customer or select All to view all the transactions.

5. Click View (button).

How to Filter a Customer Account by Currency 

1. Navigate to Main Menu > Account > Ledger.

2. If you use multiple currencies, select a Currency from the dropdown list next to Currency.

   • Note: If there is only one currency, the selection reverts to that one currency.

3. Click View (button).

How to Manually Create Customer Discounts 

1. Navigate to Main Menu > Account > Ledger 

2. Click New (button): mouse-over Customer Transactions and click Customer Discounts.

3. Enter the Date and Period. 

4. Select the Customer next to Cr. Customer.

5. Enter the discount amount next to Total (Inc) and select VAT if applicable (default Standard VAT).

   1. • Note:  If the original invoice that is being discounted includes VAT, the discount should also include VAT.

6. Enter the Reference and Note in the sections provided.

7. Click Save (button).

8. Allocate the Discount to the applicable Invoices (see the Outstanding section on the bottom right):

   1. Click Allocate (button) to automatically allocate the payment.

   2. Click Select to choose the invoices by ticking the box next to the applicable invoices.

9. Click Done (button).

There are two types of discounts applicable to customers: 

1. If a customer gets a price reduction, it is normally shown on the invoice as a discount and reduces the invoice amount.

2. If a customer gets a settlement discount or a discount as a token of goodwill, the discount is entered following this procedure and will appear on the Statement of Profit and Loss as Discount Allowed.

How to Manually Create Customer Receipts 

1. Navigate to Main Menu > Account > Ledger.

2. Click New (button): mouse-over Customer Transactions and click Customer Receipts.

3. Enter the Date and Period as per the Bank Statement.

4. Select the Customer next to Cr. Customer.

5. Select the Bank Account next to Dr. Bank. 

6. Enter the amount received next to Total (Inc) and select No VAT.

7. Enter a Reference and Note in the sections provided.

8. Click Save (button).

9. Allocate the Receipt to the applicable Invoices (see the Outstanding section on the bottom right):

   1. Click Allocate (button) to automatically allocate the payment.

   2. Click Select to choose the invoices that were paid by ticking the box next to the applicable invoices.

   3. If there was a previous overpayment on the account, click Menu > Clear Overpayment to allocate the overpayment to the current outstanding invoices.

10. If the customer took a Settlement Discount, you could record that discount while doing the Customer Receipt as follows:

    1. Right click on the outstanding amount and select Discount Outstanding.

    2. Confirm the pop-up: Discount is outstanding? 

    3. The full balance remaining for that transaction will be written to Discount Allowed.

11. Click Done (button).

    2. • Note: Customer Receipts can also be captured when doing a Bank Import.

How to Manually Create Customer Refunds 

Follow these instructions if a customer overpaid you, and you are refunding the overpayment.

1. Navigate to Main Menu > Account > Ledger.

2. Click New (button): mouse-over Customer Transactions and click Customer Refunds.

3. Enter the applicable Date and Period.

4. Select the Customer next to Dr. Customer.

5. Select the Bank Account next to Cr. Bank. 

6. Enter the amount received next to Total (Inc) and select No VAT.

7. Enter a Reference and Note in the blocks provided.

8. Click Save (button).

9. Allocate the Refund to the applicable Invoices or Credit Notes (see the Outstanding section on the bottom right):

   1. Click Allocate (button) to automatically allocate the payment.

   2. Click Select to choose the invoices by ticking the box next to the applicable invoices.

      • Note: If there are no outstanding items, you can still process the refund. It will remain as a debit on the account.

10. Click Done (button).

    2. • Note: Customer Refunds can also be captured when doing a Bank Import.

How to Manually Create Customer Overpayments 

This is the process to follow if a customer overpaid you and you want to write off the overpayment.

1. Navigate to Main Menu > Account > Ledger

2. Click New (button): mouse-over Customer Transactions and click Customer Overpayments.

3. Enter the applicable date and period.

4. Select the Customer next to Dr. Customer.

5. Enter the amount received next to Total (Inc) and select No VAT.

6. Enter a Reference and Note in the blocks provided.

7. Click Save (button).

8. Allocate the Overpayment to the applicable Invoices (see the Outstanding section on the bottom right):

   1. Click Allocate (button) to automatically allocate the overpayment.

   2. Click Select to choose the invoices by ticking the box next to the applicable invoices.

      • Note: If there are no outstanding Invoices, you can still process the overpayment. It will remain as a debit on the account.

9. Click Done (button).

   2. • Note: Customer Overpayments can also be captured when doing a Bank Import.

How to Print a Customer Account 

1. Display Customer accounts or transactions.

2. Click Output (button) > Print to print the report to the default printer or Print (Show Dialogue) to select a printer, for example, a .pdf printer.

How to Preview a Customer Account 

1. Display Customer accounts or transactions.

2. Click Output (button) > Preview.

   • Note: You can click the printer (icon) to print the list to a printer of your choice, including PDF.

How to Email a Customer Account 

1. Display Customer accounts or transactions.  

2. Click Menu (button) > Email Excel to email the Customer Account in Excel format, or

3. Click Output (button) > Email to email the Customer Account in PDF format. 

Accounting Take-On Balances

• Setup Tutorials

Bank Import

• Reference

• Setup Tutorials

• Tutorials

Bank Reconciliation

• Reference

• Tutorials

Budgets (Accounting)

• Reference

• Tutorials

Chart of Accounts

• Setup Tutorial

Currencies

• Settings

• Setup Tutorials

• Tutorials 

Debit Orders

• Manage Debit Orders Tutorial

• Setup Guide

Entry Types

• Creating Entry Types Tutorials

Financial Close Off

• Explanation

• Tutorials

Ledger Views and Functions

• Customer Ledger Tutorials (this page)

  • Creating transactions for Discounts, Receipts, Refunds, Overpayments

• Item and Transaction View Tutorials

  • Accessing various displays.

• Ledger List Views

  • Reference

  • Settings 

• Ledger Edit Views

  • Reference

  • List of Output Fields

• Trial Errors Tutorials (Accounts out of balance)

  • Finding and fixing errors.

Ledger Transactions

• Forex Transactions Tutorials

• General Ledger Account Tutorials

• Payroll Transactions Tutorials

• Perpetual Inventory

• Periodic Accounting Tutorials

• Recurring Transactions Tutorials

Post-dated Cheques

• Settings

• Post-dated and Future-dated Transaction Tutorials

Statement of Financial Position

• Settings and Reference

• Tutorials

Statement of Profit or Loss

• Settings and Reference

• Tutorials

Trial Balance

• Settings and Reference

• Tutorials

User and General Accounts

• Settings

VAT and GST

• GST (India) Reference

• VAT Reference

• VAT Rate Change Process Guide

• VAT Types Explained

• VAT Reconciliation

  • Reference

  • Tutorials