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Partner Ledger Overview

Ahmad
Updated on September 2, 2026

2 min read

The Partner Ledger is the complete account statement for any customer or supplier. It brings together their opening balance, every invoice and purchase, all payments and returns, and shows a clear running balance at each step. Open any contact’s Ledger tab from vfile.app/contacts.

What it shows #

  • Account Summary — opening balance, total invoice/purchase, total paid, advance balance and the final balance due.
  • Transaction rows — each sale, purchase, payment and return in date order.
  • Running balance — the account total after every line, marked DR or CR.

DR and CR #

A DR (debit) balance means the contact owes your company. A CR (credit) balance means your company owes the contact. This works the same for customers, suppliers and combined accounts.

Four print formats #

  • Format 1 — a straightforward statement.
  • Format 2 — a summary-style view.
  • Format 3 — a detailed transaction list.
  • Format 4 — a classic, Excel-style statement with product lines and aging. See Partner Ledger Format 4.

Worked example #

A dealer, Al-Karam Traders, rings up asking “what is my balance?”

  1. You open Al-Karam’s contact and click the Ledger tab.
  2. You set the date range to This financial year and leave the location as All.
  3. The Account Summary shows: opening ₨0, invoices ₨940,000, paid ₨800,000, balance due ₨140,000 DR.
  4. You choose Format 4, save it as a PDF and send it on WhatsApp so Al-Karam can see every invoice and payment behind that ₨140,000.

What this affects #

  • The ledger is read-only — viewing or printing it changes nothing. It reflects data your sales, purchases and payments already created.
  • Changing the date range or location only changes what is shown, not the underlying figures.

Frequently asked questions #

Why does the balance differ when I change the dates?
The statement only shows activity inside the selected range. Widen the range (or pick the full period) to see the complete balance.

Which format should I send to a customer?
Format 4 is the most detailed and professional, with product lines and a clear pay/receive verdict.

Can I email or WhatsApp the ledger?
Yes. Any format can be printed, saved as a PDF, or shared with the contact.

Related guides #