View customer transactions

The customer transactions page brings together everything for one customer: their invoices, the payments they've made, and their statement of account. Use it to answer a customer's question about what they owe, or to check their account before you chase a payment.

Steps

1. Open the customer's transactions

   In the menu on the left, select Sales, then Customers. Open the actions menu (⋮) on the customer's row and select Transactions. The Customer Transactions page opens.

   If your role can view reports, you see two tabs: Transactions and Statement. Otherwise you see the transactions only.

   

   1. The actions menu (⋮) on a customer.
2. Check the invoices

   The Invoice section lists the customer's invoices with their Date, Invoice Number, Due Date, Amount, Balance Due and Status: Draft (not sent yet), Posted (sent) or Closed (fully settled). A balance still owed shows in red.

   • Select an invoice number to open the invoice.
   • Select Add New to start a new invoice. See create an invoice.

   

   1. Transactions and Statement tabs.
   2. The customer's invoices.
3. Check the payments

   The Received Payments section lists each payment with its Date, Invoice Number, Reference Number, Payment Mode, Total Price, Amount Paid and Balance Due.

   • Select View to see the payment as it was recorded.
   • Select an invoice number to open the invoice it paid.
   • Select Add New to record a new payment. See receive a payment.

   Select a section's heading to fold it away or open it again. Under the payments table, Showing … to … of … entries tells you where you are, and the page buttons move through a long list.

4. Run the statement of account

   Select the Statement tab. The Customer Statement opens.

   1. Choose the period in From and To. They start on the first day of this year and today.
   2. Select Run.

   The statement shows:

   • Opening balance: what the customer owed at the start of the period.
   • Charges (invoices, debits): what was added during the period.
   • Receipts and credits: payments and credit notes during the period.
   • Closing balance: what the customer owed at the end of the period.
   • Aging as at the end date: how much of the balance is 0–30, 31–60, 61–90, 91–120 and Over 120 days old, and the Total.
   • Transactions: each entry with its Date, Type, Reference, Description, Due date, Debit, Credit and running Balance, between the opening and closing balance.
   • Control accounts: the receivable accounts the balance sits in, with their opening balance, debits, credits and closing balance.

   

   1. From and To.
   2. Run.
   3. Opening balance, charges, receipts and closing balance.
   4. Export to Excel.
5. Export the statement (optional)

   Select Export to Excel to download the statement you just ran, for example to send to the customer or file it. The button works once you've run the statement.

If something goes wrong

Message	What to do
No invoices found. / No payments found.	The customer has no invoices or payments yet. The page also shows this while it's still loading, or if it couldn't load them: wait a moment, then refresh the page.
Showing 0 to 0 of 0 entries under the invoices, even though invoices are listed	The count under the invoices table is wrong. The invoices shown are correct.
Choose the from and to dates.	Fill in both From and To.
The from date must not be after the to date.	Move From to before To.
Choose the filters and press Run.	Pick the period, then select Run.
You don't see the Statement tab	Your role can't view reports. Ask your administrator.