Why Is a Vehicle Debt Showing in Vehicle Debtors but Not the Sales Ledger?

If a customer owes money for a vehicle, you may notice that the outstanding balance appears in Vehicle Debtors but cannot be found in the Sales Ledger.

This is normal behaviour in Navigator because Vehicle Debtors and Sales Ledger Debtors are generally managed separately.

Understanding the Difference

Navigator uses different debtor records depending on the type of transaction.

Vehicle Debtors

Vehicle Debtors are generally used to record money owed against individual new or used vehicle sales.

For example, if a customer purchases a vehicle and has an outstanding balance, this will normally be recorded against the vehicle deal rather than their Sales Ledger account.

Sales Ledger Debtors

The Sales Ledger is primarily used for customers who have agreed credit facilities, such as businesses that receive workshop or parts invoices and pay on agreed terms.

For example, a company that has vehicles serviced and receives an invoice payable within 30 days would typically have its outstanding balance recorded in the Sales Ledger.

How Are Different Transactions Recorded?

When a customer pays for workshop work immediately by cash or card, the payment is normally recorded through the till rather than creating an outstanding Sales Ledger debt.

Note: Vehicle sales can be invoiced through the Sales Ledger in certain circumstances, but they are generally managed through Vehicle Debtors.

How to Check Outstanding Vehicle Debts

If you need to check whether a customer owes money for a vehicle:

1. Navigate to Vehicles > Sales Manager's Toolkit.

2. Select Reports > Debtor List.

3. Run the report.

4. Locate the relevant vehicle or customer.

5. Review the outstanding balance shown.

6. Double-click the relevant vehicle to open the deal.

7. Select the Debtors tab to review its payment position.

This allows you to see the outstanding balance against the individual vehicle sale.

Why Can't I Find the Vehicle Debt in the Sales Ledger?

If a vehicle sale has been processed through Vehicle Debtors, it will not automatically create an outstanding balance on the customer's Sales Ledger account.

For example:

A customer purchases a vehicle for £20,000 and pays a £5,000 deposit.

The remaining £15,000 would normally be recorded against the vehicle within Vehicle Debtors.

If you search the Sales Ledger for this outstanding balance, you may not find it because the vehicle sale was not invoiced through the Sales Ledger.

Instead, you should review the Vehicle Debtor List or the vehicle's individual Debtors tab.

Important Points to Remember

• Vehicle Debtors and Sales Ledger Debtors are generally separate.

• Outstanding vehicle payments are normally recorded against the individual vehicle deal.

• Workshop and parts credit customers are generally managed through the Sales Ledger.

• Cash and card workshop payments are normally processed through the till.

• Some vehicle transactions can be processed through the Sales Ledger, depending on how they have been invoiced.

Summary

If a customer owes money for a vehicle but the amount does not appear in the Sales Ledger, check Vehicle Debtors first.

Navigator generally records vehicle debts against the individual vehicle deal, while the Sales Ledger is used for customers with credit accounts.

This separation allows vehicle sales and other customer credit transactions to be managed independently.

Related Guide: How Do I Check If a Vehicle Debtors Is Correct?