Viewing Customer Transactions
Customer transactions provide a complete history of all financial activities with your customers in EquiBillBook. This guide will help you understand how to view and analyze customer transaction history, including invoices, payments, credits, and adjustments.
What are Customer Transactions?
Customer transactions include all financial interactions with customers, such as:
- Sales invoices and credit notes
- Customer payments and receipts
- Advance payments and deposits
- Returns and refunds
- Adjustments and write-offs
- Journal entries affecting customer accounts
Accessing Customer Transactions
To view customer transactions:
- Navigate to the Customers module from the main menu
- Click on "Customer List" or "Customers"
- Select a customer from the list
- Click on "View Transactions", "Transaction History", or "Ledger"
Alternatively, you can access customer transactions from:
- Reports → Receivables Reports → Customer Ledger
- Accounts → Account Transactions (filter by customer)
Understanding the Transaction View
The customer transaction view displays:
- Transaction Date: Date when the transaction occurred
- Transaction Type: Type of transaction (Invoice, Payment, Credit Note, etc.)
- Reference Number: Invoice number, payment receipt number, or other reference
- Description: Transaction description or narration
- Debit Amount: Amount owed by customer (invoices, charges)
- Credit Amount: Amount paid by customer (payments, credits)
- Balance: Running balance after each transaction
- Status: Transaction status (Paid, Due, Overdue, etc.)
Filtering and Searching Transactions
You can filter customer transactions by:
- Date Range: Select start and end dates to view transactions within a specific period
- Transaction Type: Filter by invoices, payments, credit notes, or all types
- Status: Filter by paid, due, overdue, or all statuses
- Amount Range: Filter transactions within a specific amount range
- Search: Search by reference number, description, or invoice number
Transaction Details
Click on any transaction to view detailed information:
- Complete transaction details
- Related documents (invoices, receipts)
- Payment allocation details
- Attachments and notes
- Related transactions
Exporting Transaction Data
You can export customer transactions for analysis:
- Export to Excel: Export transaction list to Excel for further analysis
- Export to PDF: Generate PDF reports of transactions
- Print: Print transaction reports directly
Transaction Summary
The transaction view typically includes a summary showing:
- Opening Balance: Balance at the start of the selected period
- Total Debits: Total amount of invoices and charges
- Total Credits: Total amount of payments and credits
- Closing Balance: Current outstanding balance
- Due Amount: Amount due within payment terms
- Overdue Amount: Amount past due date
Best Practices
- Review customer transactions regularly to monitor account activity
- Use date filters to focus on specific periods for analysis
- Export transaction data periodically for backup and analysis
- Verify transaction balances match with customer statements
- Investigate any discrepancies or unusual transactions promptly
- Use transaction notes to add context for future reference
Related Features
Customer transactions are linked to:
- Customer Statements: Generate statements based on transaction history
- Aging Reports: Analyze outstanding balances by age
- Payment History: View detailed payment records
- Outstanding Balances: Monitor current balances and dues
Next Steps
After viewing customer transactions, you can:
- Generate customer statements for reconciliation
- Analyze payment patterns and trends
- Identify overdue accounts for follow-up
- Export data for accounting and reporting purposes
- Review transaction history before making business decisions
Viewing customer transactions in EquiBillBook helps you maintain accurate records, track customer activity, and make informed decisions about credit management and collections.