About types of customer ledger documents

You use this document type to record your request for payment for goods sold or services rendered to a customer.
The system includes the sum of all open customer documents with the Invoice type in the customer balance, which is displayed in the Balance field in the Customers (AR303000) window. Thus, balances of open invoices increase the customer's balance.

You use the Sales invoices (AR301000) window to create and process a document of this type.

To identify invoices, the system uses the number series specified in the Invoice number series field on the General settings tab of the Customer ledger preferences (AR101000) window.

You use this document type to record a customer payment for goods or services sold.
Also, you can use this type to record a customer's prepayments, if you do not need to track prepayments separately.
The system includes the sum of all open customer payment documents with the Payment type in the customer balance, which it displays in the Balance field in the Customers (AR303000) window. Thus, balances of open payments decrease the customer's balance.
You can apply outstanding documents to a payment before or after you release it.

You use the Customer payments (AR302000) window to create and process a document of this type.

To identify payments, the system uses the number series specified in the Payment number series field on the General settings tab of the Customer ledger preferences (AR101000) window.

You use this document type if you want to distinguish customer payments from prepayments.
The system displays the sum of all open customer payment documents with the Prepayment type separately in the Prepayments balance field in the Customers (AR303000) window. Also, balances of open prepayments decrease the customer's balance.
You can apply outstanding documents to a prepayment before or after you release it.

You use the Customer payments (AR302000) window to create and process a document of this type.

To identify prepayments, the system uses the number series specified in the Payment number series field on the General settings tab of the Customer ledger preferences (AR101000) window.

You use these document types if you want to adjust the balances of the previously issued invoices or in other cases when corrections are needed. The system includes the sum of all open customer documents with these types in the customer balance for the customer, which is displayed in the Balance field in the Customers (AR303000) window. The balances of open debit notes increase the customer's balance, and the balances of open credit notes decrease customer's balance.

You use the Sales invoices (AR301000) window to create and process documents of these types.

To identify these documents, the system uses the numbering sequences specified in the Debit note number series and Credit note number series fields, respectively, on the General settings tab of the Customer ledger preferences (AR101000) window.

You use this document type to record a refund to the customer for returned goods, an overpaid amount, or an unused amount of a prepayment.

A customer refund must be fully applied to an open payment, prepayment, or credit note before you release the refund.

To perform a refund for a closed payment document, first reverse the applications of the payment document, and then create a refund for the payment document.

When you release a customer refund, the system changes its status to Closed because its amount was fully applied.

The balances of refunds do not affect the customer's balance.

You use the Customer payments (AR302000) window to create and process a document of this type.

To identify refunds, the system uses the number series specified in the Payment number series field on the General settings tab of the Customer ledger preferences (AR101000) window.

You use this document type to record a quick sale or a sale for which the services rendered or goods sold are paid immediately by either cash or credit card. Cash sales do not affect the customer's balance.

You use the Cash sales (AR304000) window to create and process a document of this type.

To identify cash sales, the system uses the number series specified in the Invoice number series field on the General settings tab of the Customer ledger preferences (AR101000) window.

You use this document type to record a return of sold goods, which you refunded immediately by either cash or credit card refund.

Also, the system creates a document of this type when you reverse a cash sale.

Cash returns do not affect the customer's balance.

You use the Cash sales (AR304000) window to create and process a document of this type.

To identify cash returns, the system uses the number series specified in the Invoice number series field on the General settings tab of the Customer ledger preferences (AR101000) window.

The system creates a document of this type when you void a payment document of the Payment, Prepayment, or Balance write-off type that was erroneously recorded or is otherwise invalid.

When you release a document of this type, the system reverses the original payment transactions.

The system increases the customer's balance by the balance of voided payment.

To identify documents of this type, the system uses the reference number of the voided payment document.

The system creates documents of this type when you run the process to collect overdue charges by using the Calculate overdue charges (AR507000) mass processing window. The system includes the sum of all open customer documents with the Overdue charge type in the customer balance for the customer, which is displayed in the Balance field in the Customers (AR303000) window.
Thus, balances of open charges increase the customer's balance.

To identify overdue charges, the system uses the number series specified in the Overdue charge number series field on the General settings tab of the Customer ledger preferences (AR101000) window.

The system creates documents of the Balance write-off and Credit write-off type when you write off balances and credits of multiple documents at once by using the Write-off balances and credits (AR505000) mass processing window.
The system decreases the customer's balance by the written-off balance and increases the customer's balance by the written-off credit.

To identify documents of this type, the system uses the number series specified in the Write-off number series field on the General settings tab of the Customer ledger preferences (AR101000) window.