What this screen is for
A party ledger is the statement of account for one customer or one vendor. You choose whether you are looking at a customer or a vendor, pick the party, set the period and view the ledger. It opens with four figures that read as a set — opening balance, total debit, total credit and closing balance — followed by the transactions that produced them.
When to use it
Reach for it when a customer or vendor queries their balance, when you are chasing payment and need to show how a figure was arrived at, or when reconciling an account with the other side. The ledger can be printed, previewed, downloaded as a PDF or emailed straight from the screen.
What you see on this screen
Four summary cards:
- Opening Balance — what the party owed or was owed the day the period began, marked Dr or Cr
- Total Debit — every debit raised against the party in the period; for a customer this is what you invoiced them
- Total Credit — every credit in the period; for a customer this is what they paid or were credited
- Closing Balance — the opening balance plus debits less credits, again marked Dr or Cr
The table opens with an Opening Balance row, then one row per transaction with Date, Type (what kind of document it was), Number, Description, Debit, Credit and a running Balance carrying Dr or Cr after it. A Closing Balance row repeats the period's debit and credit totals and the final balance. Each row's balance is the one before it adjusted by that line, so you can read down the column and see exactly where a figure moved.
Filters and actions
Party Type chooses customer or vendor and Party picks who; the party list is searchable. Period takes a date range. View Ledger loads it. Print, Preview, Download and Email sit above the cards — Email attaches the PDF automatically and takes a recipient address, a subject and an optional message, showing the party, period and closing balance before it sends.
Where a ledger comes back empty and the reason can be established, the screen says what it is rather than leaving you to guess at the dates.
Related
- General Ledger — the same kind of view for any ledger account
- Trial Balance — the closing balances of every account at a date