Understand customer and supplier summary columns

What the summary columns mean

The Customers and Suppliers tables show summary information for the connected company and the filters you selected. These columns are read-only and reflect activity already recorded in the connected ledger or source system.

• Orders or invoices: a count of the loaded activity rows for that party. On Customers, the table labels this as Activity docs or orders when the row is expanded. On Suppliers, the table labels it as Invoices.
• Value or Activity total: the money total for the loaded activity. If more than one currency is present, the page keeps the currencies separate instead of combining them into one number.
• Balance: if your workspace view includes a balance-style value, treat it as the current net amount for the loaded, verified activity in the selected scope. If it cannot be verified, the page leaves it unavailable.
• First activity date: the earliest recorded source date for the party in the selected scope.
• Last activity date: the most recent recorded source date for the party in the selected scope.
• Returns: verified return or refund information only. A verified zero means the source confirmed none; Unavailable means the source did not confirm the result.

Customer summary columns

On the Customers page, each row shows the customer name, type, group, activity count, activity total, returns, first activity date, and latest activity date. You can expand a customer row to see the loaded orders and any verified refund details.

• Activity docs counts the customer’s loaded order or invoice activity in the selected scope.
• Activity total shows the verified amount for that customer. When more than one currency is involved, the page shows separate currency amounts instead of a blended total.
• Returns shows a verified return or refund count. For customers, this can come from Shopify paid refunds when the linked refund data is verified, or from native credit invoices when that is the confirmed source. If the source cannot verify the return data, the column shows Unavailable.
• Since on the page reflects the first recorded source date for the customer row in the selected scope.
• Latest on the page reflects the most recent recorded source date for the customer row in the selected scope.

Supplier summary columns

On the Suppliers page, the summary view is narrower. You can review supplier name, type, group, invoice count, activity total, and the first activity date.

• Invoices counts the supplier’s loaded activity rows in the selected scope.
• Activity total shows the verified money total for the supplier. If the loaded rows involve more than one currency or the amount cannot be verified, the page does not combine them into one assumed number.
• Since shows the first recorded source date for the supplier row in the selected scope.
• If a total or date cannot be verified, the page shows Unavailable or a dash instead of guessing.

How returns and refunds are shown

The page separates paid Shopify refunds, native credit invoices, and warehouse return quantity. They are not the same measure, and the page does not mix them together.

• Paid Shopify refunds appear only when the linked Shopify refund data is verified for the selected customer or order. On the expanded customer view, these can appear in the order details as refund entries.
• Native credit invoices are shown separately from Shopify refunds. In the expanded customer view, they appear as invoice activity that is distinct from a paid refund.
• Warehouse return quantity is a physical stock measure, not a paid refund. It is tracked separately and should not be read as money returned to the customer.
• If the source cannot verify the selected customer, order, company, or currency context, the page shows Unavailable rather than assuming zero.

Filters that change the table

Use the filter bar to narrow the rows the page loads from the connected ledger. The filters change which activity is included in the summary columns.

1. Type a term in Search to narrow the party list by text.
2. Choose a value in Year to switch between All Time, Year to Date, Last Year, a specific year, or Custom Range.Year
3. If you choose Custom Range, enter Start Date and End Date.End DateStart Date
4. Choose Group to filter by customer or supplier group.Group
5. On the Customers page, use Shopify to show all customers, only Shopify customers, or hide Shopify customers.CustomersShopify
6. Select Company transactions only to limit the list to company-scoped activity when that option is selected.
7. Select Apply to reload the table with the current filter settings.Apply

What you should see when the load succeeds

When the page loads successfully, you see table rows, the page count, and the summary values for the selected filters. Expanding a customer row shows its orders and any verified refund details.

• A successful load shows rows in the table instead of an error message.
• The pagination line shows the current page and total pages.
• If you expand a customer, the row opens to show its orders and any verified refund details.
• If a value cannot be confirmed, the page keeps that field unavailable rather than inventing a number.

What to do when a result is unavailable or fails to load

1. If a column shows Unavailable, refresh the page or adjust the filters to narrow the request.
2. If a value is zero, read it as a verified zero, not a missing result.
3. If a customer row does not open, check that the row has a visible name and that you still have access to the page.
4. If Activity total sorting is disabled, use Name, Since, Latest, or count-based columns instead.
5. If the page shows an error after changing filters, select Apply again with corrected settings, or use Refresh if it is available on the page.Apply

Key differences to keep in mind