The Customer Ledger feature houses all customer transactions. In order to review all posted transactions via Point of Sale (POS), generate the Customer Ledger. To review a more general ledger, select the Simplified Ledger tab. Regardless of the ledger selected, this is a great tool for customers wanting a print out of all transactions.
1. In the Accounts Receivable menu, click Customer Ledger.
2. The Customer Ledger screen contains two tabs: Customer Ledger and Simplified Ledger.
For a more detailed ledger for the customer including transactions, totals, etc. click the Customer Ledger tab.
For a simplified ledger including totals, click on the Simplified Ledger tab and see the section on Generating the Simplified Ledger for more information.
3. To generate a Customer Ledger, select the Facility from the pull-down.
For a quick search, use the Filter text box to begin typing the name or number of the facility. Note: This feature is available on most pull-downs.
4. Select the Customer from the pull-down to pull their specific information. Note: If you do not see the desired customer/student listed, be sure the correct Facility has been selected.
Once a customer has been selected, the report will generate automatically.
The Customer Ledger report displays the Customer Information section: Customer ID, Customer Name, the customer’s Outstanding Balance (Without Deferrals), the customer’s Outstanding Balance (With Deferrals), their Deferral Balance, and their Customer Credit Balance. You will also have the option to print the ledger by clicking the Print button under Print Ledger.
5. Click Print in order to print the customer’s ledger.
The Student (or customer) information displays along with the Facility, and the Program, the student’s Address, the Outstanding Balance and Customer Credit Balance. The next section shows detailed information regarding all of the student’s transactions (these would have taken place via Point of Sale (POS)).
a. Click follow the necessary steps, then click Print.
The header and/or footer may appear differently depending on the district. The header shown here contains a date and time stamp as well as the student’s ID number.
6. In viewing the generated Customer Ledger, you will also the section called Ledger where all customer transactions will be listed.
The Ledger section lists the Invoice Number, Invoice Date, Facility, Invoice Amount, Outstanding Balance, Transaction Number, Payment Date, Item, Course, Payment Amount, and the Payment Method.
The Course column displays when the Show Course Title setting is enabled via ERP > Setup > Settings > Accounts Receivable.
7. Click the Invoice Number to open Transaction History as part of the Point of Sale (POS) module.
Before clicking an Invoice Number, be aware that clicking this link will navigate away from the Customer Ledger screen.
a. The Invoice Report displays the information tied to the specific Invoice Number selected.
1. For a more direct ledger, click the tab for Simplified Ledger.
2. To generate a Simplified Ledger, select the Facility from the pull-down.
For a quick search, use the Filter text box to begin typing the name or number of the facility. Note: This feature is available on most pull-downs.
3. Select the Customer from the pull-down to pull their specific information. Note: If you do not see the desired customer/student listed, be sure the correct Facility has been selected.
In the Simplified Ledger you will see the Customer Information section: Customer ID, Customer Name, the customer’s Outstanding Balance (Without Deferrals), the customer’s Outstanding Balance (With Deferrals), their Deferral Balance, and their Customer Credit Balance. You will also have the option to print the ledger by clicking the Print button under Print Ledger.
4. Click Print in order to print the customer’s ledger.
Here you see Student (or customer) information, the Facility the student is associated with, the Program, the student’s Address, the Outstanding Balance, and Customer Credit Balance. The next section shows information regarding all of the student’s invoices (these would have taken place via Point of Sale (POS)).
The header and/or footer may appear differently depending on the district. The header shown here contains a date and time stamp as well as the student’s ID number.
a. Follow the applicable steps, then click Print.
In viewing the generated Simplified Ledger, you will also see the section called Simplified Ledger where the customer’s transactions will be listed.
The Simplified Ledger displays the Transaction Date, Transaction Number, Invoice Number, Receipt Number, Transaction Type, Description, Course, Charges, Credits, Deferred, and the Balance.
The Course column displays when the Show Course Title setting is enabled via ERP > Setup > Settings > Accounts Receivable.
The Transaction Date for Deferrals displays the date of deferral not the date of the invoice.
Click the Excel icon in the Export section allows you to export the ledger to an Excel spreadsheet. Click the icon to download the file.
Click the Printer icon in the Export section as shown in the image above to print the ledger in a different format.
Click Filters to further breakdown the ledger.
a. To add more than one filter to a column, click the green plus sign.
b. To delete an additional filter, click the red minus sign.
c. For additional filtering options, click the gray arrow for a filter pull-down.
d. Click Clear All Filters to remove all applied filters.
See Filters for more information.
You can sort data by clicking on any of the headers that contain the black double arrows. Click once for ascending results; click twice for descending results.
Users with permissions to view the Customer Ledger screen and the Transaction History screen in ERP can also view these screens in SIS via Billing > Student Billing.