How to Generate the Customer Ledger Report

Overview:

The Customer Ledger Report provides a detailed record of all transactions with a customer, including invoices, payments, credit notes, and adjustments. It helps track account activity over a selected period and verify the outstanding balance owed by each customer.

In QNE AI Cloud Accounting, this report is essential for:

• Monitoring customer transactions.
• Verifying collections.
• Resolving account discrepancies.
• Supporting customer inquiries and audit requirements.

You can tailor the report by date, customer, agent, area, category, project, and other filters to fit your reporting needs.

Scenario:

An Accounts Receivable Officer receives a complaint from a customer about balance discrepancies. To investigate, the officer needs to review all invoices, payments, and adjustments for the customer Advance Trading Corporation between April 1 and June 30, 2025. By generating the Customer Ledger Report for this period, the officer can trace every transaction, validate balances, and respond with accurate details.

Procedure:

1. In the navigation pane, go to Reporting > Report Center.
    
2. In the Report Center, select the Customer tab.
    
3. Expand Other Reports by clicking the (+) icon, then choose Customer Ledger.
    
4. Filter the report using the available options.

   • Date Range – Includes all posted transactions within the selected start and end dates.

   • Customer - Select a specific customer, or leave blank for all.
   • Agent - Filter by assigned sales agent.
   • Area - Limit the report to customers in a specific region.
   • Category - Group customers by classification (e.g., Corporate, Retail).
   • Control A/C - Select a control account such as Accounts Receivable.
   • Currency Code – Display transactions in a specific currency (e.g., PHP, USD).

   • Project Filter – Narrow results by project:

     • All Projects: Includes all transactions across projects.

     • No Project: Includes only transactions not linked to a project.

     • Main Project: Shows transactions for parent projects only.

     • Sub Project: Displays data for sub-projects.

   • Option: Include PD Cheque - Tick this to include post-dated cheques.
      

5. Choose how to display the report:

   • Click Preview to generate a printable version.
   • Click Inquiry (if available) to view it inside the system.
      
6. Export or print the report:
   • Use the Export options (e.g., Excel, PDF) for sharing or archiving.
   • Use Print for a hard copy.
     

Application:

The Customer Ledger Report can be applied in several business scenarios:

• Resolving disputes – Provide customers with a detailed record of transactions when discrepancies arise.
• Audit support – Generate comprehensive transaction listings to meet external or internal audit requirements.
• Cash flow monitoring – Track outstanding balances to improve collection efforts.
• Performance analysis – Review customer payment behavior and credit utilization.
• Account reconciliation – Validate balances before issuing statements of account or closing financial periods.
• Compliance reporting – Ensure financial records are accurate for tax and regulatory purposes.