How to reconcile a customer debt balance

Key takeaways

• Use the same opening and closing dates, then match debts, payments, and returns line by line against the customer records.
• When totals differ, do not overwrite the balance; locate the missing or duplicated transaction.
• Once the lists agree, record the period, currency, and confirmed closing balance. If a difference remains, identify the exact sale or payment still under investigation.

pDaftar capabilities

• pDaftar supports tracking customer debts and transaction history.
• pDaftar provides reports and statistics based on recorded business activity.

Preparation before starting

Use the same opening and closing dates, then match debts, payments, and returns line by line against the customer records.

Start reconciliation from a confirmed opening balance rather than the total last sent to the customer. Separating older out-of-period movements reveals where the current difference could have begun.

Practical steps

When totals differ, do not overwrite the balance; locate the missing or duplicated transaction.

Compare your date and document with the customer evidence for every line. A bank receipt applied to the wrong debt can make the total appear right while leaving the transaction history wrong.

• Fix the opening balance, document reference, and reconciliation date.
• Match each sale, payment, and return across the two records.
• Record each difference with its reason and owner, then confirm the closing balance.

Recording the reconciliation result

Once the lists agree, record the period, currency, and confirmed closing balance. If a difference remains, identify the exact sale or payment still under investigation.

Limitations

• The customer list may be incomplete; do not assign a difference to either side until the bank receipt, return document, and sale date have been checked.

Sources

1. pDaftar features — pDaftar
2. pDaftar pricing — pDaftar
3. How long should I keep records? — Internal Revenue Service