Customer Ledger Tutorial

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.

How to View a Customer Account#

1. Navigate to Main Menu > Accounting > Ledger.
2. Filter = Select Customer Account.
3. Dates = Select a date range from the dropdown list next to Set, or select your own dates on the calendar.
4. Customer = Select a customer from the dropdown list.
   • Note: You must choose a customer account. The option to display all the accounts is unavailable.
5. Click View (button).

How to View Customer Transactions#

1. Navigate to Main Menu > Accounting > Ledger.
2. Filter = Select Transactions.
3. Entry Type = Select any of the Entry Types that were created for Customer transactions (e.g. Customer Invoices, Customer Credit Notes, Customer Receipts).
4. Customer = Select a customer or select All to view all the transactions.
5. Click View (button).

How to View Customer Transactions in Detail#

1. Navigate to Main Menu > Accounting > Ledger.
2. Filter = Select Transaction Items.
3. Entry Type = Select any of the Entry Types that were created for Customer transactions (e.g. Customer Invoices, Customer Credit Notes, Customer Receipts).
4. 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 > Accounting > 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 > Accounting > Ledger.
2. Click New (button): mouse-over Customer Transactions and click Customer Discounts.
3. Date and Period = Enter the date and period.
4. Cr. Customer = Select the customer.
5. Total (Inc) = Enter the discount amount and select VAT if applicable (default Standard VAT).
   • Note: If the original invoice that is being discounted includes VAT, the discount must also include VAT.
6. Reference and Note = Enter a reference and a note.
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 checking the checkbox next to the applicable invoices.
9. Click Done (button).

How to Manually Create Customer Receipts#

1. Navigate to Main Menu > Accounting > Ledger.
2. Click New (button): mouse-over Customer Transactions and click Customer Receipts.
3. Date and Period = Enter the date and period on the bank statement.
4. Cr. Customer = Select the customer.
5. Dr. Bank = Select the Bank Account.
6. Total (Inc) = Enter the amount received, and select No VAT.
7. Reference and Note = Enter a reference and a note.
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 checking the checkbox next to the applicable invoices.
   3. If the account has a previous overpayment, 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 the outstanding amount and select Discount Outstanding.
    2. Confirm the popup: Discount the outstanding?
    3. The full balance remaining for that transaction is written to Discount Allowed.
11. Click Done (button).

How to Manually Create Customer Refunds#

1. Navigate to Main Menu > Accounting > Ledger.
2. Click New (button): mouse-over Customer Transactions and click Customer Refunds.
3. Date and Period = Enter the date and period.
4. Dr. Customer = Select the customer.
5. Cr. Bank = Select the Bank Account.
6. Total (Inc) = Enter the amount received, and select No VAT.
7. Reference and Note = Enter a reference and a note.
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 checking the checkbox next to the applicable invoices.
      • Note: If there are no outstanding items, you can still process the refund. It remains as a debit on the account.
10. Click Done (button).

How to Manually Create Customer Overpayments#

1. Navigate to Main Menu > Accounting > Ledger.
2. Click New (button): mouse-over Customer Transactions and click Customer Overpayments.
3. Date and Period = Enter the date and period.
4. Dr. Customer = Select the customer.
5. Total (Inc) = Enter the amount received, and select No VAT.
6. Reference and Note = Enter a reference and a note.
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 checking the checkbox next to the applicable invoices.
      • Note: If there are no outstanding Invoices, you can still process the overpayment. It remains as a debit on the account.
9. Click Done (button).

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.