The transactions view shows how a customer's credit exposure has moved over time: every entry that consumed or released their on-hold balance, with the balance before and after.
It answers the question that comes up whenever a quotation is blocked — why is this customer at their limit?
The screen
The page shows a company with its current on-hold balance, and beneath it the entries that produced it:
| Column | Meaning |
|---|---|
| Amount | The value of the entry. |
| Entity type | What caused it — a quotation or an invoice. |
| Entity ID | Which specific quotation or invoice. |
| Type | Credit or debit. |
| Balance before | Exposure immediately before. |
| Balance after | Exposure immediately after. |
Entries also carry a reason where one was recorded.
Filter by operation type to see only credits or only debits.
Reading it
The balance before and balance after columns are what make this list useful. Each entry shows its own effect, so the running total is auditable line by line — you can point at the entry that took a customer over their limit rather than inferring it.
Broadly:
- A debit increases exposure — work has been committed that the customer has not yet paid for.
- A credit reduces it — the commitment has been settled or released.
Read the entity type alongside the operation. A quotation entry and an invoice entry for the same job are different stages of the same commitment, not two separate exposures.
Why a customer is at their limit
Working down the list usually gives one of three answers:
- Live work in progress. Several open quotations and unpaid invoices for jobs currently running. The limit is doing its job; the question is commercial.
- Old unpaid invoices. Exposure that should have been released long ago and was not. This is a collections problem, not a credit-limit problem.
- Entries that were never released. A quotation that was cancelled or superseded but whose hold was never reversed. These accumulate quietly and make a customer look worse than they are.
The third is worth checking before anyone approves a credit exception. See Working the exceptions queue.
How this relates to the rest of the system
- The on-hold balance and available balance shown on the company record in CRM are the summary of what this screen itemises. See Companies.
- Quotations for credit customers are checked against available balance at creation and approval — see Creating a quotation.
- Invoices and their payment status feed the same picture — see Invoices.
What this is not
This is the credit exposure ledger, not the accounting ledger. It tracks what a customer has committed to and not yet settled, for the purpose of credit control. The double-entry record of revenue, receivables and cash lives in Finance — see Journals.
The two answer different questions and will not tie to each other line for line. If you need the accounting position for a customer, use the trial balance by account rather than this screen.
Last updated 9 September 2026