Customer, Supplier & Tax Balances

The Balances module provides debtor and creditor aging reports, allowing credit controllers and finance teams to audit cash flow, overdue balances, and net statutory tax liabilities.

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Aging Buckets & Tax Position Calculations

flowchart LR
    A[Total Open Subledger Balance] --> B[Current: Due Date >= As-Of Date]
    A --> C[1-30 Days Overdue]
    A --> C2[31-60 Days Overdue]
    A --> D[61-90 Days Overdue]
    A --> E[90+ Days Overdue]
    U[Unallocated Credits / Payments] -.->|Offset Oldest Buckets| A

1. The Aging Bucket Classification Algorithm

For every open invoice in Accounts Receivable and Accounts Payable:

Days Overdue = max(0, asOfDate - invoiceDueDate)

• Current: invoiceDueDate >= asOfDate (within agreed commercial payment terms).
• 1–30 Days: 1 <= Days Overdue <= 30
• 31–60 Days: 31 <= Days Overdue <= 60
• 61–90 Days: 61 <= Days Overdue <= 90
• 90+ Days: Days Overdue > 90 (triggers strict credit hold warnings).

2. Treatment of Unallocated Credits & Prepayments

• Unapplied customer payment deposits and unallocated credit notes are credited against the account’s total exposure.
• In standard aged debtors reports, unallocated credits offset the oldest aging buckets first, ensuring overdue flags reflect genuine delinquency.

3. Net Tax Liability Equation

The tax balance summary aggregates all posted GST / VAT tax groups over the active reporting period:

Net Tax Payable / (Refund) = Total Output Tax (Sales Invoices) - Total Input Tax (Supplier Bills)

• If Output Tax > Input Tax, a net liability is owed to the revenue authority.
• If Input Tax > Output Tax, a net refund is claimable.

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Step-by-Step Workflows

1. Generating and Emailing a Customer Statement

1. Go to Finance → Balances → Customers (/balances/customers).
2. Search for the debtor account.
3. Review their aging breakdown, open invoices, and unallocated credits.
4. Click Statement PDF to generate an official branded PDF statement or click Email Statement to send it directly to the customer’s billing contact.

2. Auditing Supplier Aging

1. Go to Finance → Balances → Suppliers (/balances/suppliers).
2. Review upcoming payment obligations by due date bucket to schedule weekly payment batches.

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Field Reference

Field	Description
Total Balance	Total net ledger balance across all open documents.
Current	Unpaid balance within agreed payment terms.
1–30 / 31–60 / 61–90 / 90+ Days	Standard overdue aging columns.
Unallocated Credits	Open credit notes and prepayments not yet allocated to specific bills.
Net Tax Position	Statutory tax liability (Output Tax - Input Tax).