Customer Account Reports: Accounts, Balance History, Activity History, Customers by Sales

Four reports under Reports, Billing look at receivables from the customer's side: a one-page snapshot of a customer's account, a day-by-day balance history, a transaction-by-transaction activity history, and a ranking of customers by sales. Use them when a customer calls about their account, before a credit decision, or to see who your best customers are.

All four are read-only. For the aging view of the same balances see Receivables Aging Report (Details); for the payments themselves see Payment Report (Billing).

Requirements

The Accounts Receivable module. When Block Salespeople From Seeing Orders, Invoices, Customers Other Than Own is on (Admin, Billing, Company Options) and your user is tied to a salesperson, the customer pickers on these reports only list that salesperson's customers.

Customer Accounts

Where: Income -> Reports -> Billing -> Customer Accounts

A snapshot of one customer's account: how much they have been billed and paid this fiscal year, what is past due, and what is still open.

1) On the View Customer Account screen pick the Customer Name (start typing the name or customer number) and click Next. "No matching customer found" is shown if the customer does not exist or is not yours to see.

2) The header (Customer Accounts and the customer's name) shows the address and phone with the customer code, terms, credit limit, Billed YTD, Paid YTD (both from the start of the fiscal year), Past Due, the dates of the first and latest invoice and the latest payment, and Average Days to Pay; most lines are left out when the customer has nothing for them (Latest Payment is shown blank).

3) Below it, Open Invoices lists each unpaid invoice (up to 500, sortable; credit invoices appear with negative balances) with its job, date, due date, total and balance due and an Invoice Balance Due total (the invoice number opens the invoice in a new tab), and Pending Orders lists the customer's open fulfillment, rental and service orders with order date, due date, order total and deposit paid and an Orders Total (the order number opens the order's pick ticket; the heading is shown even when there are none). When there are open invoices, Email Simple Statement and Print Simple Statement produce a statement of them; View History opens the Customer History report (invoices by day, month, year or in detail for a period), and Back returns to the picker.

Customer Balance History

Where: Income -> Reports -> Billing -> Customer Balance History

A running balance for a customer, one line per day that had activity, between two dates.

1) Enter the Begin Period and End Period (they default to the previous month) and pick a Customer Name. Leave the customer blank to run the report for every customer with activity in the range, one block per customer. Click Next.

2) The block opens with a Beginning Balance row (everything billed, paid and discounted before the begin date), then one row per date with the amount Billed, the amount Paid, and the running Balance, and closes with the ending balance. Negative balances (credits) are shown in red. A single customer with no activity in the range shows just the ending balance row.

3) Click a Billed amount to open that day's Summary of Invoices, or a Paid amount to open that day's Payment Report, each in a new tab. The report can be exported with the Export quick link.

Customer Activity History

Where: Income -> Reports -> Billing -> Customer Activity History

The same idea as the balance history, but one row per invoice or payment instead of one row per day, so you can see exactly which documents moved the balance.

1) Enter the Begin Period and End Period (they default to the last 30 days) and pick the Customer Name; a customer is required here ("Required Information Missing: Customer Name"). With the Construction feature a Job filter is also offered. Click Next.

2) The columns are Date, Voucher or Invoice, Job, Billed, Paid and Balance. Each row shows Invoice: number or Payment: voucher with the amount billed or paid (a discount taken with a payment shows under Billed) and the running balance, between a Beginning Balance and an Ending Balance row; with no activity only the ending balance row appears. An invoice row opens the invoice in a new tab; a payment row opens the Payment Report for that voucher. A single payment that covered several invoices appears once, as its voucher. An Export quick link is offered.

Customers by Sales

Where: Income -> Reports -> Billing -> Customers by Sales

Customers ranked by the total of their posted invoices in a date range, so you can see your top (or bottom) customers.

1) Enter the Beginning Invoice Date and Ending Invoice Date (they default to the last year). Optionally limit the list to one Price Level or Sales Category (shown when categories exist), or enter a Minimum Sales amount to leave out small customers. Click Next.

2) The report (headed Customers by Volume with the date range, and the minimum and sales category when used) ranks each customer with address, phone and email, the number of invoices in the # Orders column, and total sales, highest first, with a grand total row at the bottom. Click a column heading to re-sort. The customer name opens their Customer Accounts snapshot and the total opens the Summary of Invoices for the range, each in a new tab. "No items found" is shown when nothing matches.

Notes

• Cancelled invoices and invoices on payment plans are left out of the balance, activity and sales figures; Customers by Sales also counts only posted invoices and skips customers with zero sales.
• The all-customers Balance History states that its amounts do not include accrued interest; compare with the customer's statement when interest is charged.
• A customer with invoices in more than one currency gets a separate block per currency on the balance and activity histories; Customers by Sales converts other currencies to the base currency before ranking and applying the minimum.
• The all-customers Balance History runs one customer at a time and can be slow on large customer lists; pick a customer when you only need one.
• When the Customer Weather/Time feature is on and a customer has a weather ZIP saved, a small local time and weather panel appears above their history; it can be hidden with the user's Hide Weather preference.