Ledger Management - Customers

Viewing Customer Accounts and Transactions

How to View a Customer Account

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select the dates by either choosing a pre-set view in the Set (bar), or choose specific dates in the Date (bar).

3. Navigate to Filter (bar) > select Customer Account.

4. To filter on specific customers, located the Account (bar), then select the desired Customer.

5. Click View (button).

ℹ️ The Customer Account report in the Ledger shows all the Debit and Credit Entries for a particular customer. Most of the search and filter options will be greyed out. Using Filters that are not greyed out will switch the interface to Transaction View. 

⚠️ When viewing a Customer Account in a Foreign Currency, transactions that were made in the Local Currency will not show on the Ledger (e.g. foreign exchange gains and losses). Local Currency transactions are only displayed when the Ledger is viewed in the Local Currency.

How to View Customer Transactions

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select the dates by either choosing a pre-set view in the Set (bar), or choosing specific dates in the Date (bar).

3. Navigate to Filter (bar) > select Transaction Type (Transactions).

4. Locate the Transaction (bar), then select a Transaction Type linked with customers (e.g. Customer Invoices, Credit Notes, Customer Receipts).

5. Locate the Customer (bar) and select the desired Customer.

6. Click View (button).

How to View Customer Transaction Items

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select the dates by either choosing a pre-set view in the Set (bar), or choosing specific dates in the Date (bar).

3. Navigate to Filter (bar) > select Transaction Type (Items).

4. Locate the Transaction (bar), then select a Transaction Type linked with Customers (e.g. Customer Invoices, Credit Notes, Customer Receipts).

5. Locate the Customer (bar) and select the desired Customer.

6. Click View (button).

Creating Customer Transactions

How to Manually Create Customer Discounts 

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select New (button) >  Customer Transactions  > Customer Discounts (CD).

3. Enter the appropriate Date and Period.

4. Navigate to Customer (bar) > select the appropriate customer.

5. Navigate to Amount (bar) and enter the discount amount.

6. (Optional) Enter a Reference and Note.

7. Click Save (button) to display a list of outstanding items.

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. Change the Status to Complete.

10. Click Save (button).

ℹ️ There are two types of discounts applicable to Customers: 

1. If you give a customer a reduced price, it will be shown on the invoice as a discount and reduce the invoice amount.

2. If you give a customer 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 > Accounting > Ledger.

2. Select New (button) > Customer Transactions > Customer Receipts (CR).

3. Enter the appropriate Date and Period.

4. Navigate to Customer (bar) > Select the appropriate Customer.

5. Navigate to Bank (bar) > Select the appropriate Bank.

6. Navigate to Amount (bar) > Enter the Amount paid.

• Note: The VAT status of the payment can be edited next to the Amount (bar).

7. (Optional) Enter a Reference and Note.

8. Click Save (button) to display a list of outstanding items.

9. Allocate the Receipts 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.

10. Change the Status to Complete.

11. Click Save (button).

ℹ️ If the customer takes a Settlement Discount, you can apply that discount while doing the Customer Receipt as follows: 

1. Right click on the outstanding amount in the Outstanding (column) and select Discount Outstanding.

2. Click Yes (button) on the pop-up. 

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

How to Manually Create Customer Refunds

ℹ️ This is the process to follow if a Customer overpaid, and a refund is being issued. 

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select New (button) > Customer Transactions  > Customer Refund (CF).

3. Enter the appropriate Date and Period.

4. Navigate to Customer (bar) > Select the appropriate Customer.

5. Select the Bank (bar) > Select the desired Bank Account.

6. Navigate to Amount (bar) and enter the Amount refunded.

7. (Optional) Enter a Reference and Note.

8. Click Save (button) to display a list of outstanding items.

9. Allocate the Refund 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.

10. Change the Status to Complete.

11. Click Save (button).

How to Manually Create Customer Overpayments

ℹ️ This is the process to follow if a Customer overpaid, and it is being written off. 

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select New (button) >  Customer Transactions > Customer Overpayment (COP).

3. Enter the appropriate Date and Period.

4. Navigate to Customer (bar) > Select the appropriate Customer.

5. Navigate to Amount (bar) > Enter the Amount overpaid.

6. (Optional) Enter a Reference and Note.

7. Click Save (button) to display a list of outstanding items.

8. Allocate the Overpayment 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. Change the Status to Complete.

10. Click Save (button).

How to Print Customer Accounts or Transactions

1. Click Output (button) to display a dropdown list.

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

3. Select Detailed Ledger or Transactions from the dropdown list.

How to View a Clean Copy of a Customer Account or Transactions

1. Click Output (button) to display a dropdown list.

2. Click Preview to display the Transaction Items or Account on the screen.

   • 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 or Transactions

1. Click Menu (button) > Email Excel to email the list of Transactions in Excel format, or

2. Click Output (button) > Email > Detailed Ledger to email the ledger account in PDF format. 

3. Click Output (button) > Email > Transactions to email the list of Transactions in PDF format. 

Related Topics

• References: Ledger