Third-party totals
Read the amounts of a customer or supplier period by period, as balances, debits or credits.
The Totals tab of a third-party record gives a view in figures per period of the fiscal year: how much was invoiced each month, how much was paid, and how the balance changed. It complements the Entries tab, which shows the detail line by line.
Displaying the totals
- Open Third parties and click the customer or supplier.
- Go to the Totals tab.
- Choose the fiscal year. By default, it is the most recent open fiscal year; if all are closed, the last fiscal year of the company file.
- Choose the Mode: Balances, Debits or Credits.
Without a fiscal year selected, the screen shows "No selection: choose a fiscal year to show the totals."
Reading the table
The table has one line per period of the fiscal year, including periods without any movement, shown at zero.
| Line | Meaning |
|---|---|
| Opening | Period 0, opening: the items carried forward at the opening of the fiscal year. |
| January to December | The monthly periods of the fiscal year, in order. A non-calendar or extended fiscal year shows its own periods. |
| Closing | Period 99, closing: the year-end entries. |
| Total | Sum of all periods. |
The three modes
| Mode | Amount shown for each period |
|---|---|
| Balances | The net amount of the third party: for a customer, debits minus credits; for a supplier, credits minus debits. A positive value increases what is owed. |
| Debits | The total of the amounts debited to the third party's account. |
| Credits | The total of the amounts credited to the third party's account. |
Reading for a customer
| Mode | What you read |
|---|---|
| Debits | The total invoiced, VAT included, period by period. |
| Credits | The payments received and the credit notes issued. |
| Balances | The change in the receivable over the period. |
Reading for a supplier
| Mode | What you read |
|---|---|
| Credits | The total of the invoices received, VAT included. |
| Debits | The payments made and the credit notes received. |
| Balances | The change in the payable over the period. |
Example for a customer, Balances mode
| Period | Amount |
|---|---|
| Opening | 1 210,00 |
| January | 2 420,00 |
| February | -1 210,00 |
| March | 0,00 |
| Total | 2 420,00 |
Reading: 1 210,00 € was owed at the opening; in January, 2 420,00 € was invoiced; in February, 1 210,00 € was received. 2 420,00 € remains to be received.
The totals take into account all the lines of the third party on its control account, lettered or not. Reversed entries and their reversals are excluded. The total in Balances mode therefore corresponds to the net movement of the fiscal year, not only to the items still open.
What the totals are for
- Measuring turnover per customer. The Debits mode of a customer gives its invoicing, VAT included, month by month.
- Tracking a purchase volume. The Credits mode of a supplier gives your purchases from it.
- Spotting an anomaly. A month without an invoice from a subscription supplier, or a month counted twice, shows immediately.
- Preparing the review. The Opening line lets you check that the opening items do match the closing balances of the previous fiscal year.
For turnover excluding VAT per customer, use the client listing of the VAT tab instead: it totals the VAT-exclusive base and the VAT per Belgian VAT-registered customer.
Differences from the other views
| View | What it shows |
|---|---|
| Totals (this page) | One third party, all its movements, per period. |
| Entries | One third party, the detail line by line, with the lettering state. |
| Aged balance | All third parties, open items only, by how overdue they are. |
| Outstanding column of the list | All third parties, total of the open items to date. |
A line posted without a third party on account 400000 or 440000 appears in none of these views. If the sum of the outstanding amounts of the third parties differs from the balance of the control account in the trial balance, look for the lines without a third party in the general ledger of the account.
Exporting
The totals are displayed on screen. For a document to hand over or archive, use the Exports tab: the third-party ledger, the customer balance and the supplier balance are available as PDF, Excel and CSV.