The Client’s Different Balances and Statement
The client’s profile in the system shows more than one balance: what they owe for invoices, what they paid, and their credit balance. You can review all their transactions in the Statement, or in their ledger account with the description of each entry. This guide explains each balance and its meaning, and how to view, print, and send the statement.
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Permissions: You need the View Clients permission. To view the ledger account you need the View Journal Entries permission.
Contents
How to Access
- From the main menu, click Clients → Manage Clients.
- Open the required client’s profile.
Or open the clients list directly: Manage Clients.
Client Balances in the Account Summary
The section Account Summary in the client’s profile shows a summary of their financial transactions for each currency:
| Item | Meaning |
|---|---|
| Total | The total value of the client’s invoices. |
| Refunded | The value of refunds from their invoices. |
| Paid to date | The total the client paid on their invoices. |
| Credit Notes | The value of credit notes issued to the client. |
| Balance Due | What remains owed by the client after deducting payments, refunds, and credit notes. |
| Unpaid | The invoices that haven’t been fully paid, with their count. |
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Note: If the client dealt in more than one currency, a separate row appears for each currency.
Client Credit Balance
Client Credit Balance It is an amount in the client’s favor, resulting from an advance payment, a credit note, or an overpayment on an invoice. It appears in the section Credit Summary, and it can be used to pay the client’s invoices.
- To add an advance payment to the client’s account, click Add Payment Credit in their profile.
- To add a credit note, click Create Credit Note in the client’s profile.
Client Statement
The Statement shows all the client’s transactions in chronological order: invoices, payments, refunds, credit notes, and the opening balance, with the balance after each transaction.
- Open the client’s profile.
- Click the tab Statement.
- Set the period from Date From / To, or choose a preset period such as the current month, or Custom Period.
- To show the items of each invoice, enable Show Details.
The statement shows the Opening Balance and Closing Balance for the selected period.
Printing and Sending the Statement
| Action | Button |
|---|---|
| Print the statement | |
| Download the statement as a file | |
| Email the statement to the client | Email to Client |
The Client’s Ledger Account and Entry Descriptions
Each client has a sub-account in the chart of accounts, on which every entry related to them is recorded. To view this account:
- Open the client’s profile.
- Click the account number shown below the client’s name.
- The account transactions appear, and each transaction has its description in the column Description.
- Click any transaction to view the full entry, and from it you can open the original transaction.
You can also view it from Reports → ledger account, and choosing the client’s account.
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Note: The entry description appears automatically in the column Description, and it doesn’t need to be enabled. To change the text written in invoice entries, enable Custom Journal Description from the settings, and write the description using variables such as the invoice number or the client name.
Statement Settings
From the statement page, click Settings to open Statement Settings. There you can:
- Add a Custom Header that appears at the top of the statement.
- Add a Custom Footer that appears at the bottom of the statement.
- Use variables from the full placeholders guide, such as the client name.
- Click Save Settings.
Client Opening Balance
To record a previous balance on the client before starting to work on the system, click Add Opening Balance in their profile. To edit it later, click Edit Client Opening Balance. The opening balance appears as the first transaction in the statement.
Frequently Asked Questions
How do I show the entry description in the client’s ledger account?
The entry description appears automatically in the column Description. Open the client’s profile, and click the account number below their name to open the ledger account, or open Reports → ledger account and choose the client’s account. The details are in The Client’s Ledger Account and Entry Descriptions.
What is the difference between the balance due and the client’s credit balance?
Balance Due It is what the client owes for unpaid invoices. As for the Client Credit Balance, it is an amount in the client’s favor from advance payments or credit notes, and it can be used to pay their invoices.
What is the difference between the statement and the ledger account?
Statement A client-facing document that shows their invoices and payments in a simplified way and can be sent to them. As for the ledger account, it is an accounting report that shows the entries recorded on the client’s account with debit, credit, and the description of each entry.
How do I view the client’s statement for a specific period?
Open the tab Statement in the client’s profile, and set the period from Date From / To. The opening balance and closing balance for the period appear.