Customer Summary — Complete User Guide — Two Accounts Web

Comprehensive guide for generating, analysing, and understanding the Customer Summary report — a per-customer breakdown of opening balance, invoices, receipts, credit notes, refunds, journal entries, late payment fees, and closing balance

Table of Contents

1. What Is the Customer Summary Report?
   • Purpose and Structure
   • vs Other Customer Reports
2. Enabling from the Customize Menu
3. Field-by-Field Guide
   • Report Header Fields
4. Settings Configuration
   • Customers
   • Divisions
5. Creating a Customer Summary Report
6. How the Customer Summary Is Calculated
   • Transaction Loading
   • Transaction Type Grouping
   • Account Amount Usage
   • Opening Balance Calculation
   • Period Movements
   • Closing Balance
   • Division Filtering
   • Currency Grouping
   • Column Order
7. Drill-Down Capabilities
8. Sample Data and Report Output
   • Sample Setup
   • Customer Summary Output
   • Verification of Calculation
9. Common Issues and Solutions
10. Accounting Regulation Compliance

1. What Is the Customer Summary Report?

The Customer Summary report shows a per-customer breakdown of all Accounts Receivable activity over a period. For each customer, it displays the opening balance, then separates the period's activity by transaction type — invoices issued, receipts received, credit notes, refunds, journal entries, and late payment fees — and calculates the closing balance.

This is a movement analysis report for accounts receivable, similar to the General Ledger Summary but specifically for customer AR activity.

1.1 Purpose and Structure

The report shows for each customer:

• Opening Balance — the outstanding AR balance carried into the period
• Column per transaction type — invoices, receipts, credit notes, refunds (payments), journal entries, late payment fees — each in its own column. Only columns with activity in the period are shown.
• Closing Balance — the outstanding AR balance at period end

Customers are sorted alphabetically by name. If multiple currencies are used, customers are grouped by currency with subtotals per currency group.

1.2 vs Other Customer Reports

2. Enabling from the Customize Menu

The Customer Summary report appears under:

• Reports → Customers → Customer Summary

The report is only visible when the Customers tab is enabled in Customize Menu. No additional toggle is needed.

3. Field-by-Field Guide

3.1 Report Header Fields

Location: Reports → Customers → Customer Summary → New Report

4. Settings Configuration

4.1 Customers

Location: Settings → Customers

Each customer's name, code, currency, and division are used in the Customer Summary report. Customers with no AR activity in the period are not shown.

4.2 Divisions

Location: Settings → Divisions

When a Division is selected on the report, only customers whose Division field matches the selected division are included. Customers with no division assigned are excluded when the filter is active.

5. Creating a Customer Summary Report

1. Go to Reports → Customers → Customer Summary
2. Click New Report
3. Enter the From Date (period start)
4. Enter the To Date (period end)
5. Optionally select a Division
6. Click Save
7. The report generates showing each customer with their opening balance, period activity split by transaction type, and closing balance

6. How the Customer Summary Is Calculated

6.1 Transaction Loading

The system loads all General Ledger transactions where the GL account is an Accounts Receivable account, filtered by the report date range.

6.2 Transaction Type Grouping

Transactions are grouped by customer and by transaction type. The system automatically detects which transaction types appear in the period and creates a column for each. The columns are ordered with Sales Invoices first, then by frequency (most common first), and finally alphabetically for any other types.

6.3 Account Amount Usage

All amounts use the account currency amount. For base currency customers, this equals the base amount. For foreign currency customers, amounts are shown in the customer's currency. Customers are grouped by currency with subtotals per group.

6.4 Opening Balance Calculation

Opening Balance = Sum of (account currency amount)
    for ALL AR transactions where:
    • Date is BEFORE the period From Date
    OR the entry is an Opening Balance Entry (regardless of date)

A positive (Dr) opening balance = customer owes money (normal)
A negative (Cr) opening balance = customer has credit (overpayment)

6.5 Period Movements

Each transaction type column shows the sum of account currency amounts for transactions of that type within the period:

6.6 Closing Balance

Closing Balance = Opening Balance + Invoices + Receipts + Credit Notes
    + Refunds + Journal Entries + Late Payment Fees

The closing balance shown in the report for each customer should equal the customer's AR balance on the Balance Sheet at the To Date.

6.7 Division Filtering

When a Division is selected, only customers whose Division matches the selected division are included. The division name is shown in the report subtitle.

6.8 Currency Grouping

If customers use multiple currencies, the report groups customers by currency. Each currency group shows a subtotal. Customers in the base currency appear first, followed by foreign currency groups sorted alphabetically.

6.9 Column Order

The columns are ordered as follows:

1. Opening Balance — always first
2. Invoices — always first among transaction types
3. All other types — ordered by frequency (most common first)
4. Closing Balance — always last (bold)

Only columns with activity in the period appear. If no receipts were posted in the period, the Receipts column is not shown.

7. Drill-Down Capabilities

The amounts in the report are not directly clickable for this version of the report. To see the individual transactions behind any amount, use the General Ledger Transactions or Customer Statements (Transactions) reports filtered to the specific customer and period.

8. Sample Data and Report Output

8.1 Sample Setup

A trading company has two customers with the following AR activity during January 2026:

Opening Balances (1 January 2026)

Transactions During January 2026

8.2 Customer Summary Output

Customer Summary — ABC Trading
For the period: 1-Jan-2026 to 31-Jan-2026

              Opening             Credit  Late Fees           Closing
              Balance  Invoices  Receipts  Notes  Refunds  JEs  (LPF)     Balance
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Customer A     50,000   115,000   110,000  11,500       —    —   2,000     45,500  ¹
Customer B     20,000    57,500    20,000      —       —  5,000     —     62,500  ²
               ───────  ───────  ───────  ───────  ─────  ─────  ─────    ───────
Total          70,000   172,500   130,000  11,500       0  5,000  2,000   108,000  ³

Notes:

1. Customer A: Opening 50,000 + Invoice 115,000 − Receipt 50,000 − Receipt 60,000 − Credit Note 11,500 + Late Fee 2,000 = 50,000 + 115,000 − 110,000 − 11,500 + 2,000 = 45,500 Dr ✓
2. Customer B: Opening 20,000 + Invoice 57,500 − Receipt 20,000 + JE 5,000 = 20,000 + 57,500 − 20,000 + 5,000 = 62,500 Dr ✓
3. Total: Opening 70,000 + Invoices 172,500 − Receipts 130,000 − Credit Notes 11,500 + JEs 5,000 + Late Fees 2,000 = 108,000 Dr ✓

8.3 Verification of Calculation

OPENING BALANCES (pre-1-Jan-2026):

  Customer A:  50,000 Dr ✓
  Customer B:  20,000 Dr ✓
  Total:       70,000 Dr ✓

PERIOD ACTIVITY (1-Jan to 31-Jan):

  Invoices:
    Customer A:  SI-001 115,000
    Customer B:  SI-002 57,500
    Total:       172,500 ✓

  Receipts:
    Customer A:  Rct-3 50,000 + Rct-5 60,000 = 110,000
    Customer B:  Rct-4 20,000
    Total:       130,000 ✓

  Credit Notes:
    Customer A:  CN-001 11,500 ✓

  Journal Entries:
    Customer B:  JE-001 5,000 ✓

  Late Payment Fees:
    Customer A:  LPF-001 2,000 ✓

CLOSING BALANCES:

  Customer A:  50,000 + 115,000 − 110,000 − 11,500 + 2,000 = 45,500 Dr ✓
  Customer B:  20,000 + 57,500 − 20,000 + 5,000 = 62,500 Dr ✓
  Total:       45,500 + 62,500 = 108,000 Dr ✓

DR = CR (all transactions):
  SI-001:           Dr AR 115,000 = Cr Revenue 100,000 + Cr Tax 15,000 ✓
  Rct-3:            Dr Cash 50,000 = Cr AR 50,000 ✓
  SI-002:           Dr AR 57,500 = Cr Revenue 50,000 + Cr Tax 7,500 ✓
  CN-001:           Dr Revenue 10,000 + Dr Tax 1,500 = Cr AR 11,500 ✓
  Rct-4:            Dr Cash 20,000 = Cr AR 20,000 ✓
  LPF-001:          Dr AR 2,000 = Cr Late Fee Revenue 2,000 ✓
  Rct-5:            Dr Cash 60,000 = Cr AR 60,000 ✓
  JE-001:           Dr AR 5,000 = Cr Consulting Expense 5,000 ✓

  Total AR change: +115,000 − 50,000 + 57,500 − 11,500 − 20,000 + 2,000 − 60,000 + 5,000 = +38,000
  Opening AR:      70,000
  Closing AR:      70,000 + 38,000 = 108,000 ✓
  Report total:    108,000 ✓

9. Common Issues and Solutions

9.1 No Customers Appear

Cause: No customers have any AR activity in the selected period, or all customers have been filtered out by the Division filter.

Solution: Broaden the date range. Clear the Division filter. Verify that customers exist and have transactions affecting Accounts Receivable.

9.2 Opening Balance Does Not Match Prior Period

Cause: The opening balance includes all pre-period AR transactions plus opening balance entries. If transactions were posted with dates before the From Date after the prior period was closed, the opening balance will differ.

Solution: This is correct — the opening balance is a dynamic calculation that reflects all transactions up to the period start. New or corrected transactions with pre-period dates will change the opening balance.

9.3 Closing Balance Does Not Match Aged Receivables

Cause: The Customer Summary includes all AR activity (including opening balance entries not linked to a specific customer). The Aged Receivables report only shows invoices with non-zero balances. If there are unallocated credits or opening balances without customer references, the totals may differ.

Solution: Check the General Ledger AR balance to verify the correct total. The Customer Summary should match the GL balance for all customers combined.

9.4 Column Appears Unexpectedly

Cause: Columns are created dynamically based on which transaction types have activity in the period. If a transaction type (e.g., Late Payment Fees) appears even though you think none were issued, there may be a transaction of that type in the period.

Solution: This is correct — the report only shows columns that have data. If a column appears, there is at least one transaction of that type in the period.

9.5 Currency Grouping Does Not Show

Cause: Currency grouping only activates when multiple currencies are detected across customers. If all customers use the same currency (including base currency), no grouping is shown.

Solution: This is correct. Currency grouping is only needed when customers have different currencies. For single-currency reports, a flat list is shown.

9.6 Division Filter Shows No Data

Cause: No customers in the selected division have AR activity in the period.

Solution: Remove the Division filter to see all customers. Verify customers are assigned to the correct Division in Settings → Customers.

10. Accounting Regulation Compliance

10.1 IAS 1 — Presentation of Financial Statements

10.2 IFRS 9 — Financial Instruments

10.3 DR = CR Verification

Sample Data Verification:

  Opening AR:           70,000 Dr
  + Invoices:          172,500 Dr
  − Receipts:          130,000 Cr
  − Credit Notes:       11,500 Cr
  + JEs:                 5,000 Dr
  + Late Fees:           2,000 Dr
  = Closing AR:        108,000 Dr ✓

  All transactions DR = CR ✓
  Closing AR matches Balance Sheet ✓

End of Customer Summary Guide