See balances and the transactions behind them

Before you start

The Balance column is hidden until you ask for it, and it is shown to Accounting Managers only. It adds up the posted entries of the customer, vendor or account, in your company currency. For a customer or vendor the balance is debit minus credit: a positive customer balance is money the customer owes you, and a red (negative) one means they have credit with you.

Steps

1. Open Accounting > Customers > Customers. At the end of the heading row, click the columns button (☷).
2. Tick Balance. A Balance column appears, with each amount underlined.
3. Click an amount. A window called Transactions opens with every posted entry behind that balance: the date, the type, the number, the account, the memo, the debit, the credit and the running balance. At the bottom you see the totals.
4. Use Dates, From, To and Order to narrow the list. Open full report shows the same entries as a full report. Click the X to close the window.
5. Do the same for vendors: open Accounting > Vendors > Vendors, tick Balance in the columns button and click an amount.
6. The Chart of Accounts works the same way. Open Accounting > Accounting > Chart of Accounts, tick Balance, and click the balance of an account such as Bank Account to see every posting on it.

What happens next

For ageing buckets and due dates, use the Aged Receivable and Aged Payable reports. To group branch companies under a head office and see their combined balance, read Group customers under a parent company.