Customers setup with the accrual method

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Banana Accounting allows you to manage the customers both on an accrual or cash method. A detailed explanation is available at the page Accounting with accrual or cash method.

The following explains how to set up separate accounts for each customer and a group for customers, so that you can have a list of separate invoices per customer available.

In case you only have few invoices and don't want to keep a detail per customer, you may also keep one single account only to record all customer invoices. The list of invoices will thus apply for all customers and not for any single customer.

Setting up the Customers' register

Account and/or groups of customers can be set up directly as regular accounts in the Chart of Accounts, in the Assets section.
It is also possible to create a separate section for the customer account. This way, only the customer group total will be displayed in the Assets, and all customer accounts will be present in the customer register.
In order to create the customer register in a separate section, the following need to be added at the end of the Chart of Accounts:
  • A * section (header)  (see Sections)
  • A 01 section for the Customers (see Sections)
  • The Customers accounts that are required (see Adding a new account). Each customer will be allocated one row in the Chart of Accounts and a his/her single account number.  Account numbers is at your discretion (see Accounts) it is however advisable to use numbers only, especially for the management of payments.
  • A group where all customer accounts are totaled.
  • This group, in turn, is totaled into a group present in the Assets.

set up the client register

  • The total for Customers will be totaled in the summary group 110A of the Gr column.
  • The same code or number used for the Gr (110A), must be used in the Assets Group column, in the row corresponding to the Total Customers of the Balance Sheet.
  • The groups' numbering can be freely chosen (see Groups).

Customer group connected to the balance sheet

Recording an issued invoice

The issued invoice is registered by entering the following data in the respective columns:

  • Date of the invoice and any document number
  • Invoice number - It is very important to enter the invoice number in the Invoice column, because it is used to automate the various customer reports and to automatically close the customer's open invoice when recording the payment.
  • Customer Debit Account and Revenue Credit Account
  • The VAT code corresponding to the sales.

Recording an issued invoice

Recording a payment

The collection of a customer invoice is recorded by entering the following data in the respective columns:

  • Enter the transaction date
  • Enter the invoice number automatically:
    • Position yourself in the Invoice column cell and click on the F2 button. A list of all open invoices will appear.
      If the F2 button doesn't work, you need to activate your customers/suppliers settings, by entering your customers register group, via the Reports menu → Customers → Settings.
    • Alternatively, you may also start by entering the invoice number, the customer/supplier name or the amount, and the program will show you the list of the open invoices according to your search data.
  • Select the desired invoice and press Enter.
  • The program completes the Transaction with the Description column, the Credit account and the Amount. The program will report a difference if the account number of the counterpart is not inserted.

Enter the account into which the invoice amount was paid. As soon as the contra account is posted, the difference in the postings will not be displayed.

Recording a payment

Recording a debit note

In order for the amount to be deducted from the initial invoice, the same invoice number must be used.

  • If the adjustment document (for example a debit note) has a different numbering that you still need to keep available, write this reference in another column, for example Doc Original.
  • The VAT Code must be preceded by the minus sign "-" so that the VAT operation is reversed, or use a specific VAT Code for debit notes (set in the VAT Codes table).

Note: to print the debit note to be sent to the customer, it is necessary to indicate in the DocType: 12 column, see Entering a credit note.Recording a credit note


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