Customer Ledgers in Asaan Retail

TABLE OF CONTENTS

• Customer Ledger - Overview
• How to add Manual Payments in Customer Ledger?
• Customer Ledger Search & Filter

Customer Ledger - Overview

The Customers ledgers keep a well-managed record of transactions (debit and credit) relating to each and every customer including all the payments and cash inflows or outflows from day one. The “Open” transactions for each customer represent the invoices that remain unpaid at the moment or yet to complement payment or credit vouchers.

When a customer invoice is posted as the chart of accounts transactions, the customer ledger showcase the invoice with all transaction details made against the particular customer.

How to add Manual Payments in Customer Ledger?

In Asaan Retail, apart from keeping a record of payments or refunds for the sales orders against each customer, you can also add payments (in-flow or out-flow) for each customer.

To add payments manually in Asaan Retail’s customer ledger:

Step 1: Log in to your Asaan Retail account

Step 2: Hover your cursor to the left panel and click on the Financials tab. Then, click on the Customer Ledger option.

Step 3: In the new window, click on the “+ Add Payment” button at the top right corner of the window.

Step 4: In the pop-up window, add relevant details like:

• Customer - The name of the customer against whom you want to create a manual ledger payment
• Payment type - Choose “Give” to debit the transaction amount from your account or “Take” to credit the transaction amount to your account.
• Amount - Enter the amount you want to pay (Give) or receive (Take)
• Payment Account - Choose your account to debit (Give) or credit (Take) the transaction amount
• Remarks - It is recommended to add relevant remarks to your manual ledger transaction for a transparent and trackable accounting process.

For instance, if you want to pay a particular customer for a 3000 PKR promotional offer or credit voucher, you can enter details like:

Step 5: Click on the “Add” button below to create a payment.

Customer Ledger Search & Filter

To view a customized record of your payments (for a particular customer and between a specific time frame)

Step 1: Click on the yellow-colored Filter icon (It will pop up automatically if you refresh or open the Customer Ledger window following the step 1 & 2)

Step 2: Enter your customer name for whom you want to fetch the payments record and select a date to fetch the record within a particular time frame. For instance:

Step 3: Then click on the gree-colored “View Ledger” button to proceed. (You can also the ledger to get the hard copy of the payments record by clicking on the yellow-colored “Print Ledger” button below).

The payments involving customer “Taimoor Ayaz” for the last 30 days will be shown as:

You can also view details against each payment (posted as the chart of account transactions) except the last one as its payment is not posted in the chart of account (you can post it by clicking on the “+credit account option).

To view details of the transaction, click on the View Detail button.

Your payment detail for the refund payment of order number 104 to the customer named “Taimoor Ayaz” will be shown as:

Since the payment of 2000 PKR is refunded to the customer, your chart of account is debited for 2000 PKR and the amount is credited to the customer account.