Entering Receipts and Payments in the Customer and Supplier Ledger

View - Accounting - Customer or Supplier Ledger

When you want to register payments or receipts for open items in your Customer or Supplier ledger, you can do so in two ways: You can either register the journal in the Journal Entry or from the Customer and Supplier Ledger. When registering from the Customer and Supplier Ledger, a window that simplifies the journal entry of the receipt, will open. This window corresponds to the receipt window you see when using the Journal templates toolbar for speed-posting of journals. Find out more about this in Journal Entry - The Toolbar for Journal Templates .

You can register receipts and payments directly for a customer or a supplier in the Customer list, List of Suppliers, Balance List and Age analysis. Double-click on a customer in the list, on a post in the detailed list or click on the Receipts/Payments button.

All entries against accounts that have a ledger function are sorted against the customer or supplier linked to the item, and not against the Journal type, Period or Date as in the Nominal ledger.

How to register Receipts/Payments in the Customer or Supplier ledger

Go to View - Accounting - Customer Ledger (or Supplier Ledger).
Find the item to be paid, e.g. in the Customer list when Customers - Open items is selected.
Click Receipts/payments in the toolbar of the lower window.
Check that the Payment date matches the date you received the payment on.
Select the N/C from the drop-down list. Every selection is linked to a specific journal type and N/C. You can change them or add new ones via View - Settings - Accounting - Module Settings - Default Receipts/Payments A/C. Read more in Default receipts/payments accounts.
Select whether the item to be paid is an Open or a Closed item. The selection decides what items you can select from in the screen below.
Select grouping by Match-ID or Invoice Number.
Adjust the proper amount if it is different to the In/Out payment.
A part payment can be maintained through the ledger.
Enter the Early payment discount,Payment reminder fee and Reminder interest in the respective columns. You can choose to enter the reminder information automatically via the settings for payment reminders. Read more about the early payment discount Early Payment Discount and the payment reminders Settings for Payment Reminders. This amount is registered to its own N/C and not towards the main claim.
Click OK.
If you are working with the default settings, a warning will be displayed. It will state that the Nominal Ledger will be updated with the payment. Click Yes to update the Nominal Ledger with the item. If you wish to skip the payment and register it later, click No.
Tip! You can click Do not show this message again, if you wish to skip this step from now on. Your user settings will then be updated according to this. If you wish to re-activate this message box, open the user settings and activate on the General tab the check-box Show warning message when the Nominal Ledger (Financials) will be updated with a Payment.
The item's entry no. in the Nominal Ledger will now be displayed. Click OK.

The receipt or payment is now updated in the Nominal ledger and Customer or Supplier ledger. A message box appears, containing the journal number for the journal entry.

Receipts! When you post the receipt of payment for an item that has been sent to debt collection, a window will pop up asking you to state whether the payment has been made by the Customer directly or via your Debt collection company. If the customer pays directly, you will often have to report this to your debt collection company. If you select Customer in this window, the claim will be part of the Customer and Supplier ledger report: Debt collection. Paid by customer, sent for debt collection.