Format 4 is vFile’s most detailed statement — a clean, Excel-style ledger designed to be handed straight to a customer or accountant. It combines an account summary, a full transaction table with product details, and an aging report on a single professional page. Choose it from the Ledger format selector on any contact’s Ledger tab.
Three parts of the page #
- Account Summary — opening balance, total invoice/purchase, total paid, advance balance and the final balance due.
- Transaction table — every entry with Date, Type, Reference, Payment Method, Debit, Credit, running Balance and notes.
- Aging Report — how the outstanding amount is spread across time buckets.
Product lines under each invoice #
Every sale or purchase can expand to show its individual items — product, quantity, unit price and subtotal — right beneath the invoice line, so the customer sees exactly what each bill contained.
Company will Receive / Company will Pay #
To remove any doubt about direction, the statement states the outcome in plain words: a net debit reads Company will Receive (the contact owes you); a net credit reads Company will Pay (you owe the contact). This works for customers, suppliers and combined accounts.
Worked example #
Your dealer Sadiq Traders wants a full statement for the season.
- You open Sadiq’s Ledger and pick Format 4.
- The page shows the opening balance, then each invoice with its product lines (e.g. 50 bags Corn AG 603 at ₨5,000), each payment, and a running balance down the right.
- At the bottom the aging report splits the ₨60,000 still due into buckets, and the summary states Company will Receive ₨60,000.
- You save it as a PDF and hand it to Sadiq — every figure is there to verify, line by line.
What this affects #
- Format 4 is a read-only report — printing it changes nothing.
- Its figures come straight from the contact’s real sales, purchases, payments and advances, so it always matches the live account.
Frequently asked questions #
Why does it show product lines under each invoice?
So the customer can verify not just the totals but exactly what each invoice contained — this reduces disputes.
It says “Company will Pay” for my customer — is that a mistake?
No — it means the customer is in net credit (for example holding an advance greater than their dues), so you owe them that amount.
The final balance and the aging total look different — why?
The aging shows the net position by age; a customer in credit shows nothing overdue. For a plain amount owed, both agree.