Customer statements

You can produce statements to send to your customers to show the status of their account. The statement shows all transactions and the total invoiced to the customer for a particular date range. It also shows the amount the customer has paid and the amount outstanding at the end of the period specified.

To view and send a customer statement

  • 1. Go to Contacts.
  • 2. Click the customer.
  • 3. Open the Manage menu and select Statements.
  • 4. Enter the end date in the To field.

The transactions entered by the end date appear.

You can choose to email the statement to your customer or save it as a PDF or CSV file. You can also set up monthly statements which are then emailed automatically to your customer on the day you specify. To do this, follow the steps above then refer to one of the following sections.

By default, the main address appears on the statement, and if you choose to email the statement, it is sent to the email address for the main contact. If you prefer to use a different address or email it to a different contact, you can change this. For more information, see To edit the default statement address below.

To generate batch customer statements using the Statement Run feature

On the Customers page, you can use the Statement Run feature to generate a batch of customer statements.

By default, the method used to send these batch statements is set to By post (PDF Generated) for all customers. You can change this setting for each of your customers on the Options tab of their contact record. You can also edit the contact and address that appears on their statements.

To generate a statement run:

  • 1. Go to Contacts, and then click Customers.
  • 2. Click Statement Run.
  • 3. In the Outstanding amount over field, enter the amount by which a customer’s account must be outstanding for a statement to be produced.
  • 4. In the Produce statement as of field, enter the date you want to run the statements for.

    Any invoices paid after this date will be included on the customer statements.
  • 5. Click Next.

Accounting displays an overview that includes the total you’re currently owed, the statement date, and the number of statements that will be printed and/or emailed.

  • 6. Generate statements, change statement criteria, or cancel, as follows:
Click Generate to generate statements.
Click Back if you want to change statement criteria.
Click the close button if you want to cancel without generating statements.

To email a single statement

  • 1. Open the Manage Statement menu and click Email.
  • 2. Enter the following information:
*To* * If the main customer contact has an email address, this automatically appears. If necessary, you can change this and enter additional email addresses separated by a semicolon.

Tip: If you want to edit the default email address the statement is sent to, see To edit the default statement address below.
Cc Optionally, enter another person’s email address to send them a copy of the email and PDF.
Copy to me By default, a copy of the email and invoice is sent to your email address. Unmark this checkbox if you do not want to send yourself a copy.
See Edit your information for more information about changing your email address.
*Message* * Enter a message you want to send to the customer.

To view the statement you’re about to send, click the statement link above the message.

  • 3. Click Send.

To print the statement

You have the option to save the statement as a PDF. Open the Manage Statement menu and select Print.

Depending on your browser the PDF opens in a new window or tab and you can choose to print or save it from your browser file menu.

To export the statement to CSV

You have the option to save the statement as a CSV file which you can then open with Microsoft Excel. Open the Manage Statement menu and select Export to CSV file.

Depending on your browser, the file either downloads automatically to your Downloads folder or if you receive a prompt asking you to save the file to your computer. Browse to where you want to save the file and click Save. You can then open the file with Excel.

To edit the default statement addresses

The first time you send a statement, the main customer address appears on the statement. If you choose to email the statement, it includes the email address for the main contact. You can change these defaults.

If you need to add a new address or contact, you can edit the contact record.

  • 1. Open the Manage Statement menu.
  • 2. Click Statement Addresses/Contacts.
  • 3. Do one of the following:

(bullet) * To change the default contact email address the statement is sent to, open the Statement Email menu and choose the contact.

  • To change the customer’s address that appears on the statement, open the Statement Address menu and choose the address.
  • 4. Click Save.

The next time you produce the statement PDF or email it to your customer, the new addresses are used.

To send monthly statements

If you send regular monthly statements to your customer, you can send these automatically.

  • 1. Open the Manage Statement menu.
  • 2. Select Schedule Monthly Statements.
  • 3. Enter the following information:
  • Indicates a required field.
Enable Monthly Statement Select this check box to send monthly statements to the customer.
To * If the main customer contact has an email address, this automatically appears. If necessary, you can edit this and enter additional email addresses separated by a semicolon.

Tip: If you want to edit the default email address the statement is sent to, see To edit the default statement address above.
Cc Optionally, enter another person’s email address to send them a copy of the email and PDF.
Subject Displays a default subject line, though you can edit the text after you select Enable Monthly Statement (above).
Message * Enter a message you want to send to the customer.
Email statements monthly on day * Enter the day of the month you want to send the statement to your customer. The statement includes transactions entered up to the day of the month prior to this. For example, if you enter day 10, the statement includes transactions from day 10 of the previous month to day 9 of the current month.

Tip: If you want to send statements up to the last day of the previous calendar month, enter 1 here. The statement includes transactions entered from day 1 to the end of the previous month. For example, a statement sent on June 1st includes transactions from May 1st to May 31st. This means you can send statements up to the last day of the month even if it is 28, 30 or 31 days.
Exclude zero balances If you don’t want to include transactions which have a zero balance, select this check box.
  • 4. Click Send.

You’ve successfully enabled monthly statements which are now emailed to your customer on the day you specified. You can stop the statements at any time. Open the Manage Statement menu and click Schedule Monthly Statements. Clear the Enable Monthly Statement check box and click Save.