Ledger Management - Customers

Overview

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

Navigation Example

Main Menu > Accounting > Ledger

Viewing Customer Accounts and Transactions

Note

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

How to View a Customer Account

Info

The Customer ledger displays all the Debit and Credit Entries that involve customers. Most of the search and filter options are greyed out because they do not apply. Certain Filters may switch the interface to Transaction View.

  1. Navigate to the Ledger.
  2. Select a preset view next to Set or choose specific dates in the Date fields.
  3. Filter = Select Customer Account from the dropdown list.
  4. Account = Select the customer from the dropdown list next to Account, else select All.
  5. Click View (button).

How to View Customer Transactions

  1. Navigate to the Ledger.
  2. Select a preset view next to Set or choose specific dates in the Date fields.
  3. Filter = Select a Transaction Type (Transactions) from the dropdown list.
  4. Transaction = Select a Transaction Type applicable to customers (e.g. Customer Invoices, Credit Notes, Customer Receipts).
  5. Customer = Select a specific Customer (optional).
  6. Click View (button).

How to View Customer Transaction Items

  1. Navigate to the Ledger.
  2. Select a preset view next to Set or choose specific dates in the Date fields.
  3. Filter = Select a Transaction Type (Items) from the dropdown list.
  4. Transaction = Select a Transaction Type linked with customers (e.g. Customer Invoices, Credit Notes, Customer Receipts).
  5. Customer = Select a specific Customer (optional).
  6. Click View (button).

Creating Customer Transactions

How to Manually Create Customer Discounts

Info

Two types of discount apply to Customers:

  1. If you give a customer a reduced price, it appears on the invoice as a discount and reduces the invoice amount. This discount reduces the Sales figure and does not appear separately on financial reports.
  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 appears on the Statement of Profit and Loss as Discount Allowed.
  1. Navigate to the Ledger.
  2. Select New (button) > Customer Transactions > Customer Discounts (CD).
  3. Enter the applicable Date and Period.
  4. Customer = Select the applicable Customer.
  5. Amount = Enter the discount amount.
  6. 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 transaction's Status to Complete.
  10. Click Save (button).

How to Manually Create Customer Receipts

Info

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

  1. Right-click the outstanding amount in the Outstanding (column) and select Discount Outstanding.
  2. Click Yes (button) on the popup.
  3. The full balance remaining for that transaction is written to Discount Allowed.
  1. Navigate to the Ledger.
  2. Click New (button) > Customer Transactions > Customer Receipts (CR).
  3. Enter the Date and Period.
  4. Customer = Select the applicable Customer.
  5. Bank = Select the Bank account into which the receipt was paid.
  6. Amount = Enter the amount of the receipt.
  7. VAT = No VAT.
  8. Enter a Reference and Note.
  9. Click Save (button) to display a list of outstanding items.
  10. 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.
  11. Change the Status to Complete.
  12. Click Save (button).

How to Manually Create Customer Refunds

Info

This is the process to follow if a Customer overpaid, and the payment is refunded.

  1. Navigate to the Ledger.
  2. Click New (button) > Customer Transactions > Customer Refund (CF).
  3. Enter the Date and Period.
  4. Customer = Select the applicable Customer.
  5. Bank = Select the Bank account into which the receipt was paid.
  6. Amount = Enter the amount of the receipt.
  7. VAT = No VAT.
  8. Enter a Reference and Note.
  9. Click Save (button) to display a list of outstanding items.
  10. 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.
  11. Change the Status to Complete.
  12. Click Save (button).

How to Manually Create Customer Overpayments

Info

This is the process to follow if a Customer overpaid, and the overpayment is written off.

  1. Navigate to the Ledger.
  2. Click New (button) > Customer Transactions > Customer Overpayment (COP).
  3. Enter the Date and Period.
  4. Customer = Select the applicable Customer.
  5. Amount = Enter the amount that is being written off.
  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 Output Customer Accounts or Transactions

  1. Click Output (button) to display a dropdown list.
  2. Click Preview to display the Transaction Items or Account on screen.
    • Note: You can click the printer icon to print the list to a printer of your choice, including PDF.

How to Email Customer Accounts or Transactions

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

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