Orbis Web · Reports
Version 2026.11

Customer Balance: see what each customer owes at a glance

Check the invoices and collections that make up a customer's balance, open the source file of any line and export the result to Excel or PDF. For accounting and collections staff.

Basics

What Customer Balance is

Customer Balance gives you, in one list, every invoice and collection that makes up the balance of one or more customers, so you can answer “how much does this customer owe us, and why?” without going through files one by one.

You will find it in the side menu under Reports › Customer Balance. Each line is a document: its Id starts with a letter that tells you what kind of document it is.

Id prefixDocumentExample
FCustomer invoice. The amount is what was invoiced to the customer.F-259 · F - EX0000A/010171/26
CCollection receipt (money received from the customer). Collections received as advances usually show a negative amount, because they reduce the balance.C-113 · C - 2026/0000053
How to read the totalPositive amounts increase what the customer owes; negative amounts reduce it. The sum of the Amount column for a customer is that customer's balance for the filtered period.
ImportantThe list is empty until you filterChoose at least a customer or a date range in Filters and press Filter. Large unfiltered queries take longer and are harder to read.
Common procedure

The 4 steps, valid for every task

Open the reportIn the side menu, go to Reports › Customer Balance.
FilterPress Filters, choose the customer, branch and dates, and press Filter.
ReviewSort or filter the columns, and press the eye icon to open the file behind a line.
ExportDownload the list to Excel or PDF, or use Actions for the full or grouped Excel report.
Task

Filter the balance

What it is for

Limits the list to the customers, branch and period you want to review.

When to use it

Every time you open the report: before calling a customer about a debt, at month end or when reconciling collections.

Task: filter the balance of one customer from the start of the year. Screen recreation with sample data.

Step by step

  1. Press Filters at the top right to open the filter panel.
  2. In Customers, choose one or more customers. Use Branch if you only want one branch.
  3. Set From Date and, if needed, To Date.
  4. Press Filter. The active filters are shown under Filters applied. Press Reset Filters to start again.
FieldWhat it does
CustomersCustomer or customers whose balance you want to see. Accepts several values.
BranchLimits the result to the documents of one branch of your agency.
From Date / To DatePeriod of the documents (Date column). Leave To Date empty to include everything up to today.
Save the filters you use oftenThe filter icon next to Filters (My filters) lets you Save filter and reload it later. The red icon on its right resets all filters.
Task

Read the list

What it is for

Shows each document in the balance with its date, number, amount and accounting data.

When to use it

To check which invoices are behind a balance or which collections have been received.

Task: review the documents of a customer's balance. Screen recreation with sample data.

Step by step

  1. Click a column heading (for example Date or Amount) to sort by it; click again to reverse the order.
  2. Type in the Filter… box under a heading to narrow the rows, for example F- in Id to see only invoices. The icon at the end of the row clears these column filters.
  3. Read the Amount: positive for invoices, negative for collections that reduce the balance.
  4. Use Show (10, 50 or 100) and Previous / Following to move through the results.
ColumnContent
IdInternal identifier: F for invoices, C for collections, followed by a number.
DateDocument date.
CustomerCustomer name.
DocumentType and number of the document: invoice number (F) or receipt number (C).
AmountDocument amount in euros, with sign.
NIFCustomer tax ID.
SubaccountAccounting subaccount where the document is posted (for example, the customers subaccount for invoices and the customer advances subaccount for advance collections).
Customer CodeCustomer's accounting code.
Choose the columns you needThe Show/Hide Columns button above the list lets you hide the columns you do not use, for example NIF or Subaccount.
Task

Open the source file

What it is for

Opens, in read-only mode, the file (record) the invoice or collection belongs to, without leaving the report.

When to use it

When you need the details behind a line: passengers, services, other collections or invoices of the same file.

Task: check the collections of the file behind a balance line. Screen recreation with sample data.

Step by step

  1. On the line you want to check, press the eye button (Read Only Document).
  2. In the Read Only Files window, check the file summary (Record, Outstanding Balance…) and move through the tabs: Collections for receipts, Invoices for invoices.
  3. Close the window with × to go back to the balance with your filters intact.
Read-onlyNothing you see in this window can be changed from here. To edit the file, open it from its usual menu in Management.
Task

Export the balance

What it is for

Takes the balance out of Orbis Web to send it to a customer, attach it to a claim or work on it in a spreadsheet.

When to use it

At month end, before a collections call or when the customer asks for a statement.

Task: download the customer balance. Screen recreation with sample data.

Step by step

  1. Press Actions and choose Excel Customer Balance (one line per document) or Excel Customer Balance Grouped (grouped by customer). The same options are the first two buttons at the top left.
  2. To download exactly what you see on screen, use Export to Excel or Export to PDF above the list.
OptionResult
Excel Customer BalanceExcel report with the documents of the balance for the active filters.
Excel Customer Balance GroupedExcel report grouped by customer, useful when the filter includes several customers.
Export to Excel / Export to PDFCopy of the list as shown, with the visible columns.
HelpOpens the help for this screen.
Typical errorThe export does not match the screenThe exports use the active filters. If you changed a filter but did not press Filter, the file is generated with the previous ones. Check Filters applied before exporting.
Good judgement

Best practices

Always set a start date

A From Date keeps the list short and the totals easy to read.

Separate invoices and collections

Filter Id by F or C to check each side of the balance separately.

Check advances

Negative collections in the advances subaccount are money received and not yet applied to an invoice: they are worth reviewing with the customer.

Save recurring filters

Use My filters for the customers you review every month.

Before sending a balance to a customer
  • The filters applied show the right customer and period.
  • The Filter button was pressed after the last change.
  • The collections of the period appear with their receipt number.
  • The exported file has the columns the customer needs.
Support

Troubleshooting

The list is empty.No document matches the filters. Check the customer, the branch and the dates in Filters applied, or press Reset Filters and filter again.
A collection I registered does not appear.Check that its date is within From Date and To Date and that it belongs to the filtered customer and branch.
I cannot find a line I just saw.A column filter may still be active. Press the clear icon at the end of the filter row.
Nothing happens when I export.Check that your browser allows downloads from Orbis Web and look in the downloads icon at the top of the screen.
Still not working?Contact Pipeline Software support through your usual channel and include the customer, the filters you used and a screenshot of the list.