FAQ: Contact Balance (Summary & Detail) Report
Quick answers to common questions about running and reading the report.
Q: What's the difference between Summary and Detail mode?
Summary mode shows one row per contact with their total balance — fast for a high-level review.
Detail mode shows one row per transaction — use this when you need to see which invoices or bills make up a balance.
Q: Why is a contact showing a negative balance?
A negative balance means you owe that contact money (accounts payable). This is normal for vendors. If a customer shows a negative balance, it usually means they have paid more than they owe (a credit balance or prepayment).
Q: How often does the report update?
The report is generated on demand, so it always shows current data as of the moment you click Run. There is no delay.
Q: Can I include zero-balance contacts?
Yes. By default, only contacts with open balance are shown. Check the Show zero balances option to include contacts who are fully paid up.
Q: How do I see only customers (not vendors)?
Use the Contact type filter and select Customers. Similarly, select Vendors to see only vendors.
Q: What if a transaction is partially paid?
The report shows the remaining balance, not the original amount. If you paid half an invoice, the report shows only the unpaid half.
Q: Can I filter by a date range?
The report shows balances as of a single date. To compare balances over time, run the report multiple times with different "as of" dates. If you need a full aging breakdown (0–30 days, 30–60 days, etc.), consider the Aging Detail report instead.
Q: Why is a very old transaction still showing?
A very old unpaid transaction usually means:
- The invoice or bill was never marked as paid (check if a payment was recorded).
- There is a dispute or hold-up on payment.
- A payment was applied to a different transaction by mistake.
Check the Detail mode report on that contact to see what transactions are open, then follow up.
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