How to Check if a Vehicle Debtors Balance is Correct

If you have reversed a batch related to a stock number, it is crucial to verify that the vehicle debtors balance in the stock record matches the vehicle debtors nominal code in the transaction report. Any discrepancy could indicate an issue that needs further investigation.

Steps to Verify the Vehicle Debtors Balance

1. Check the Debtors Balance on the Stock Record

Use the following formula to manually calculate the Debtors Balance:

$$\text{Amount Due}+\text{Commission Due}-\text{Commission Paid}=\text{Debtors Balance}$$

• Locate the stock record for the vehicle
• Verify that the displayed Debtors Balance aligns with this calculation

2. Run a Transaction Report for the Stock Record

• Navigate to Accounts > Nominal Ledger > Reports > Transaction Report
• Ensure the "Update Ledger with Today’s Transactions" box is ticked
• Run the transaction report for the specific stock number
• Group the data by nominal code to simplify verification

3. Confirm the Vehicle Debtors Nominal Code

• Locate the vehicle debtors nominal code within the transaction report
• The nominal code should match the expected format (e.g., *.*.60.83)
• Ensure that the balance in the transaction report aligns with the stock record