A statement of account per customer: every invoice, receipt and adjustment posted to that customer, in date order, with a running balance showing what they owe you after each entry. Run it for one customer, for several, or for all of them at once.
When to use it
To see a customer's full history and current outstanding amount: before a collection call, when reconciling with the customer, or when sending them a statement. Pick several customers to get their statements in one run, each with its own opening and closing.
Before you start
- Vouchers (sales invoices, receipts) are entered and posted.
- The customer exists as a ledger under the "Sundry Debtors" group. Customers are, by default.
Where to find it
Reports > Finance > Customer Ledger.
The fields on this screen
| Field (on screen) | What to enter | Required |
|---|---|---|
| Customer | The customers to report (only customers are listed). Pick one or several | Yes |
| From Date | Start of the period | No (defaults apply) |
| To Date | End of the period | No (defaults apply) |
The report opens with its filters ready and waits for you to click Apply, so pick the customer first. When you open it by a double-click (from a voucher or the Trial Balance), it runs straight away.
Running the report
- Open Reports > Finance > Customer Ledger.
- Pick one or more Customers. Set From and To if you want.
- The report shows an Opening Balance, then each entry: Date, VN (voucher no.), VT (type), Particulars, Debit, Credit, and a running Balance. Debit and Credit show a total at the bottom.
Open a voucher from a row
Double-click any row to open that voucher's Process Chain (the full document trail, status and attachments). The Opening Balance line does not open anything. You only see vouchers you have permission for.
Show the Remarks column
Remarks is hidden by default to keep the statement clean. Use the grid's column chooser to turn it on when you need the per-voucher remark.
Reading the result
- When more than one customer is in scope, the report is grouped by customer. Each gets a heading, its own Opening Balance row, its entries in date order, and a Debit/Credit subtotal. The running Balance restarts at every heading, so a statement for several customers is a stack of proper per-customer statements rather than one continuous total.
- A very large run is capped. If there are more rows than the report will send, it says so above the grid, and the totals cover only the rows shown.
- The Balance is the customer's outstanding amount after each entry. A positive (debit) balance means they owe you.
- The Debit / Credit totals at the foot are the period's billed and received movement.
- Only the chosen customers' postings appear, each customer in its own block. Pick other customers to switch.
Worked example
Run for "Lalitpur Retail F" for the month: you see each sales invoice (Debit) and each receipt (Credit) in date order, the Debit/Credit totals for the month, and the closing balance, which is what they still owe.
Tips and common mistakes
- You must pick a Customer. The report stays empty until you do.
- Only posted vouchers appear.
- The picker lists only customers (Sundry Debtors). To view any other account, use the Ledger report instead.
- If you run under a specific organization, the balance reflects that organization only; choose "All" to see the customer consolidated across organizations.
Related guides
- Ledger, Day Book, Receipt entry, AR Ageing, Trial Balance.