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Partner Ledger Report

This guide explains how the Partner Ledger Report works. Whether you're tracking a customer's payment history or reviewing what you owe a vendor, this report gives you the complete picture.

What is the Partner Ledger?

Think of the Partner Ledger as a detailed history book for a specific person or company you do business with. It shows every single transaction between you and them—invoices, bills, payments, and refunds—in chronological order.

Why does this matter?

  1. Dispute Resolution: If a customer claims they paid an invoice, you can see exactly when and how much was received.
  2. Reconciliation: Verify that your records match the statement sent by your vendor.
  3. Audit Trail: See the complete story of an account balance, from start to finish.

[!NOTE] Unlike the Aged Receivables/Payables reports which only show unpaid amounts, the Partner Ledger shows everything—including paid invoices and closed transactions.

Where to Find It

Navigate to: Accounting → Reports → Partner Ledger

You can also often reach this information from:

  • Partner Profile: Clicking on the "Ledger" or "History" tab for a specific customer or vendor.

Using the Report

Step 1: Filter Your View

When you open the report, you'll need to choose what to look at:

Filter What to Choose
Partner Select the specific Customer or Vendor you want to investigate.
Start Date The beginning of the period you're interested in.
End Date The end of the period (usually today or month-end).

[!TIP] If you see (⚠️ Missing Accounts) next to a partner's name, it means their profile is missing a Receivable or Payable account. You'll need to fix this in their profile settings before seeing accurate data.

Step 2: Generate

Click Generate Report to load the data.

Step 3: Understanding the Columns

The report displays a table with these columns:

Column Description
Date When the transaction occurred.
Reference The document number (e.g., Invoice #INV-2024-001).
Transaction Type What kind of event it was (Invoice, Bill, Payment, etc.).
Debit Increases what a customer owes you (or decreases what you owe a vendor).
Credit Decreases what a customer owes you (or increases what you owe a vendor).
Balance The running total of the account after this transaction.

Making Accounting Make Sense

🏦 The Flow of Money

Here is how common actions affect the ledger:

For a Customer (Receivable):

graph LR A[Invoice Sent] -->|Debit Increase| B(Balance Goes Up) C[Payment Received] -->|Credit Increase| B(Balance Goes Down)

For a Vendor (Payable):

graph LR A[Bill Received] -->|Credit Increase| B(Balance Goes Up) C[Payment Made] -->|Debit Increase| B(Balance Goes Down)

Common Scenarios

Scenario 1: Proving a Payment

The situation: Your vendor, "Tech Supplies Co," says you haven't paid Bill #BILL-999 for $500.

Here's what you do:

  1. Open Partner Ledger.
  2. Select Tech Supplies Co.
  3. Set the date range to cover the bill date until today.
  4. Look for the line with Reference #BILL-999.
  5. Look for a Payment transaction shortly after it that reduces the balance.

Outcome: You find a payment on Jan 15th for $500. You can export this report and send it to them as proof.

Scenario 2: Investigating a Balance

The situation: A customer's balance is $150, but you thought they were fully paid up.

Here's what you do:

  1. Run the report for that customer.
  2. Look at the Running Balance column.
  3. Trace it back to find where it stayed positive.
  4. You might find a small $150 invoice from 6 months ago that was missed, or perhaps a partial payment where they short-paid an invoice.

Troubleshooting

Warning: Missing Accounts

"Partner Name (⚠️ Missing Accounts)" This warning appears in the dropdown selector. It means the system doesn't know which General Ledger accounts to use for this partner.

  • Fix: Go to Partners, edit this partner, and assign a "Receivable Account" and "Payable Account".

Balances Don't Match

If the Partner Ledger balance doesn't match the General Ledger:

  1. Check Date Range: Ensure you aren't filtering out future transactions that affect the current balance.
  2. Manual Journal Entries: Did someone make a manual journal entry against the GL account without tagging the partner? This causes a discrepancy. Always tag the partner in manual entries!

Best Practices

  • Reconcile Regularly: Check key vendor ledgers against their statements monthly.
  • Fix "Missing Accounts": Don't ignore the warning icons; incorrect account mapping leads to messy books.
  • Use References: Always put the Invoice or Bill number in the reference field so you can cross-reference easily.