When transferring your company data to Elorus often arises the need to transfer the balances of customers and suppliers from your previous transactions. One way to do this is to create all your previous invoices and payments (purchase/sales invoices) manually.


For instructions on the manual recording of previous invoices, refer to the related articles.


However, for brevity, you can follow the instructions described below to record pending amounts from previous transactions.

Previous balance from sales (customers)


There are two possible scenarios, the customer owing you from unpaid invoices or your company owing a refund to them. The refund may be due to a return of goods, a pending credit that has not yet been cashed out or over-payments made by your client and exceed the amount due. The main concept is to create "documents" for the amount of the balance, that will have a distinction from "normal" sales documents. To separate them, you must create a numbering series under which your customers balances will be "tied".


- Create documents series


The first step is to create a document numbering series in Elorus, which you'll use to record debit or credit customer balances.


From the Settings menu select "Document number series -> Add". In the "Short name" you can enter something indicative of the record, such as PB (previous balance) similar to the image below.




The designated document types for this numbering series should include:

  • Sales documents, such as the Invoice, in case you wish to keep track outstanding amount from your clients, as well as,
  • Credit documents, like the Credit note, to record amounts you owe to your clients.


If you wish those amounts to participate in Elorus's various reports, ie to be taken into account in total amounts due, choose this series to be official by selecting YES in the related field.


- The client owes your company


Once you create this series, you will have to create "documents" in Elorus towards the contacts you want to keep record of previous balances for.

From the "Invoicing" menu select "Manage invoices" (Sales) and click "Add". After you select a client, you need to select the document type you designated for amounts due from sales (ie Invoice), when creating the series "PB". Then, select the series "PB" from the "Number" field by clicking on the arrow next to it, as shown sin the image below.





Next, in the "Products/Services" table and the "Title" field you may enter a generic description of the transaction, such as Previous balance. Then, you can enter the outstanding balance in the "Unit value", without applying any taxes from the respective field. Lastly, select "NO" on the "Draft" field and press "Save" so as to finalize the document. After completing these steps, the client's previous balance will be visible inside the contact's details and statement.


Paying off previous balance


The outstanding balance can be paid off manually from the document's display page and the "New payment" option, just like any other sales document. Also, the customer can pay this amount online through the client portal or by sending them the previous balance "document" via email. Refer to the related articles for more information:


- Client Portal

- Online payments



- Your company owes to the client


In order to submit a credit balance you should, after creating the series mentioned above, create a credit note. From "Invoicing"  select "Manage credit notes" (Sales) and then "Add".

Here, you will select the customer and then the "Credit note" in the "Document Type" field. In the "Number" field, select the "PB" series and proceed with completing the "Products / Services" table by typing something indicative of the transaction in "Title, such as Previous balance. In the "Unit value" type the amount of the balance, without applying a VAT from the "Taxes" field. Finally, to finalize the record select "Draft -> NO" and click "Save". After completing these steps, the client's previous balance will be visible inside the contact's details and statement.


See the example below:




Outstanding balance pay-off


When your company pays off this amount you can register that transaction by making a "New payment" from the credit note's preview page, just like in the case of normal credit notes.



Previous balances from purchases (suppliers)

To capture suppliers' previous balances you simply need to manually create documents and enter a number indicative of the transaction. For example, you can use a "PB" (previous balance) prefix and type any number after that. There are two possible scenarios here as well, let's see each one in detail:

- Your company owes to the supplier

From the "Manage purchase invoices" (Purchases) menu, add an "Invoice" and select the supplier desired. In the "Number" field enter for example "PB-1" to distinguish it from other purchases. Then, in the "Product / Services" table type something generic, eg "Previous balance" in the "Title" and in the "Unit value" submit the amount due, without applying a VAT in the "taxes" field. Next, select "Draft -> NO" and click "Save" to complete the registration process. After completing these steps, the supplier's previous balance will be visible inside the contact's details and statement.






Outstanding balance pay-off


When your company pays off this amount you can register that transaction by making a "New payment" from the invoice's preview page, just like in the case of normal purchase documents.


- The supplier owes your company


From the "Manage purchase credit notes" (Purchases) menu, add a "Credit note" and select the supplier desired. In the "Number" field enter for example "PB-1" to distinguish it from other purchase credit notes. Then, in the "Product / Services" table type something generic, eg "Previous balance" in the "Title" and in the "Unit value" submit the amount due, without applying a VAT in the "taxes" field. Next, select "Draft -> NO" and click "Save" to complete the registration process. After completing these steps, the supplier's previous balance will be visible inside the contact's details and statement.




Outstanding balance pay-off


When your supplier pays off this amount you can register that transaction by making a "New payment" from the credit note's preview page, just like in the case of normal purchase credit notes.