Balances

The Balances tab is the control view for financial health across your organisation. It shows the aggregated financial position of every relation -- total debits, total credits, and the resulting current balance -- so you can quickly identify who owes money, who has credit, and where attention is needed.

When to use Balances

Open this tab when you need to:

• Get a quick overview of who owes money and by how much
• Identify relations with outstanding debits that need follow-up
• Spot relations with excess credit that may need a refund or adjustment
• Verify that a recent payment or reconciliation has been correctly reflected
• Export a financial statement for a specific relation

Understanding the balance list

Each row in the Balances tab represents one relation. The columns provide the following information:

Reading the balance

The current balance tells you the financial standing of each relation at a glance:

Common tasks

Identifying relations with outstanding balances

1. Open the Balances tab.
2. Look at the Current balance column.
3. Relations with a positive balance owe money. Focus on the largest outstanding amounts first.
4. For each relation that needs follow-up, click their name to review their detailed financial history in Relations.

Verifying a payment was applied correctly

After a relation makes a payment (through an in-app payment or wire transfer):

1. Open the Balances tab.
2. Search for the relation by name or internal reference.
3. Check that the Credit total has increased by the expected amount.
4. Confirm that the Current balance has decreased accordingly.
5. If the balance does not reflect the payment, check the In-App Payments tab for payment status or the Wire Transfers tab for reconciliation status.

Exporting a financial statement

To generate a statement for a specific relation:

1. Open the Balances tab.
2. Locate the relation in the list.
3. Click the statement export action for that relation.
4. The system generates a document summarising all debits, credits, and the current balance for that relation.
5. Save or send the statement as needed.

Reviewing balances after a reconciliation session

After reconciling wire transfers or processing a batch of payments:

1. Open the Balances tab.
2. Check the relations you expect to be affected.
3. Verify that their balances have updated as expected.
4. If a balance has not changed, the payment or transfer may not have been fully processed. Check the relevant tab (Wire Transfers or In-App Payments) for items still pending.

Investigating an unexpected balance

If a relation's balance does not match expectations:

1. Open the Balances tab and note the current balance.
2. Click the relation name to go to their record.
3. Review their Finance tab for the full list of individual transactions.
4. Look for unexpected entries, missing payments, or duplicate charges.
5. If needed, cross-reference with the Transactions tab using the relation name as a filter.

How Balances relates to other tabs

• Transactions -- the Balances tab aggregates data from the Transactions tab. Every debit and credit line contributes to the totals shown here.
• In-App Payments -- completed payments in the In-App Payments tab create credit entries that reduce the balance.
• Wire Transfers -- linked wire transfers in the Wire Transfers tab create credit entries that reduce the balance.
• Invoices -- outstanding invoice amounts in the Invoices tab correspond to debit entries that increase the balance.
• Relations -- each row in Balances links directly to the relation's record, where you can view detailed financial history on their Finance tab.

Good practice

• Treat Balances as your starting point for financial oversight. This is the quickest way to assess the financial state of your organisation across all relations.

• Do not use Balances for detailed investigation. The Balances tab shows totals, not individual transactions. When you need detail, navigate to the Transactions tab or the relation's finance page.
• Review balances after major financial events. After processing a batch of wire transfers, running an invoicing cycle, or receiving a large payment, check Balances to confirm the result.
• Follow up on large positive balances. Relations with high outstanding balances may need a reminder or a payment arrangement. Do not let large debts go unaddressed.
• Investigate negative balances. A negative balance usually means a relation has overpaid. Determine whether a refund is needed or whether the credit will be applied to future charges.
• Export statements for record keeping. Use the statement export feature to create documentation for your own records or to share with relations who request an overview of their account.