Customer balances and history

Open a customer from Customers to review their records before collecting money or changing credit information.

Understand the customer file

Outstanding is the invoice amount still due. Actual due deducts pending cheque coverage from that amount, with a minimum of zero. Advance held is separate money not yet applied to a bill; do not assume it is already deducted from every displayed due figure. Overdue is unpaid value past its due date.

Use Overview, Sales, Payments, Credit & ledger, Returns, Products and Activity to inspect the underlying records. Instalments, Visits and Warranty appear when relevant modules and customer records support them. Financial audit requires invoice-viewing access. In Credit & ledger, Print statement opens the customer’s statement; payment records can offer Receipt.

Apply an existing advance

1. Select Apply advance on the customer, or use the action in Advance audit. Updating customers is required.
2. Review Advance held, the unpaid invoices selected Oldest first, Will be applied, and Advance left over.
3. Untick invoices the advance should not pay. The available money is distributed across the selected invoices in date order.
4. Select Apply … and review the updated balances.

This uses money already held, not a new collection. If no unpaid invoices or no advance remain, there is nothing to apply.

Remove an incorrect advance

Use Remove advance only to correct money the customer did not actually leave with the business. It requires customer-update and payment-creation permissions.

Enter Amount to remove (at least 0.01, no more than held), explain Why in up to 255 characters, then select Remove it. Check the reduced advance and history. This correction does not pay an invoice or perform a bank refund.

Find a customer geographically

Open Customer map and use Search, Route, Category, Location and Active only. Compare On the map with No location: a customer without saved coordinates cannot appear as a map marker. Open the customer and correct their location using the customer-edit guide when needed.