The Balance List helps you review how much your clients owe your company and how much your company owes its suppliers. It brings the current balances for a selected company and currency into one view, so you can identify outstanding amounts and open a supplier or client record for more detail.
You can access this page under Payments and Balance > View Balances.
The Balance List can be used to:
review current client and supplier balances
separate balances by company and currency
identify amounts owed to or by your company
filter and group suppliers and clients
open a supplier or client record to investigate its transactions
export balances for further review
How the page works
The list shows balance records for the selected company (if multiple companies are present in the Megaventory account) and currency (if multiple currencies are present in the Megaventory account). These balances reflect balance-affecting activity, including invoices, credit notes, payments, refunds, and manual balance entries.
This is a current balance overview, not a list of unpaid invoices. A payment can affect a supplier or client's balance even when it has not been assigned to an individual document. To understand how a balance was reached, open the corresponding Customer Statement under the client/supplier screen.
Pending payments do not settle a balance. A payment must be marked Paid before its payment amount affects the supplier or client's balance.
Selecting the company and currency
Company (if multi-company is active)
Choose the company whose balances you want to review. The default company is selected initially.
The Company selector is displayed when multiple companies are enabled and the account contains more than one company. Changing the company refreshes the list.
Currency (if multi-currency is active)
Choose the currency you want to review. Initially, the page selects the default company's primary currency.
The currency selection filters the balances; it does not convert all balances into the selected currency. For example, selecting USD displays USD balances, not the USD equivalent of balances held in EUR.
When switching companies, also check that the selected currency is the one you intend to review.
Understanding the results
The list includes:
Supplier or client name: the business associated with the balance. Select the name to open its record.
Supplier/Client: identifies the business's role.
Amount: the current balance for the selected company and currency.
Updated date: when the balance record was last updated.
An email address column is also available through Choose Columns.
If a business is both a supplier and a client, its row provides separate links for opening the supplier or client view. Its balance reflects the activity recorded against that business for the selected company and currency.
What positive and negative balances mean
Displayed balance | Meaning |
Positive | A net amount is owed to your company. |
Negative | Your company owes a net amount to the supplier or client. |
Zero | There is no net balance for this company and currency. |
The displayed balance uses your company's perspective:
For example:
A client invoice for 1,000 increases the balance to 1,000. A client payment of 400 reduces it to 600.
A supplier bill for 1,000 decreases the balance to -1,000. A supplier payment of 400 increases it to -600.
Credit notes, refunds, and manual balance entries can change these results. A supplier can therefore have a positive balance, and a client can have a negative balance.
> The sign used when entering a manual supplier balance is different from the displayed balance sign. See Balance Track before recording an opening balance.
The total at the bottom of the list
The Amount footer adds the balances included in the grid. Because client and supplier balances can have opposite signs, this is a **net total**, not separate totals for receivables and payables.
Filter the Supplier/Client column when you want to review the two groups separately.
Filtering and organizing balances
Use the filter row and column filter controls to narrow the results, then apply the filter. For example, you can search for a supplier or client by name or filter by role.
You can also:
sort the list by a column heading
group rows using the grouping area
use Choose Columns to adjust the information displayed
use Reload to refresh the balances
clear grid filters to return to a broader view within the selected company and currency
Investigating a balance
1. Select the relevant company and currency.
2. Find the supplier or client in the list.
3. Select its name, or the appropriate role link if it is both a supplier and a client.
4. Open the Customer Statement (or Supplier Statement) tab.
5. Check the statement's company and currency selections before comparing its entries with the overview.
6. Open the relevant transaction number to review the underlying invoice, payment, or balance entry.
The statement initially uses the supplier or client's currency when one is configured, so it may not initially show the same currency selected in View Balances.
Exporting balances
Use the export icons above the grid to download the results as Excel, PDF, or CSV.
Select rows first to export only those rows. With no rows selected, the export includes the grid results rather than a selected subset. Check the company, currency, and active filters before exporting.
Important notes
- Access to this page requires permission to view Payments. Supplier/client-specific permissions can further limit the records displayed.
- A zero net balance does not necessarily mean that every invoice has a payment relationship. Review individual documents when checking whether particular invoices have been settled.
- If an expected balance is missing, check the selected company, currency, filters, and access permissions.
- To create or correct a payment, use Adding, Updating and Managing Payments, rather than entering a manual balance adjustment for the same payment.
Related articles
- Payments