Customer and supplier statements

To help you keep track of the position of your contacts’ accounts and the balances, you can produce statements. Statements show all transactions and the total invoiced between a particular date range. It also shows the amount paid and the amount outstanding at the end of the specified period.

If you produce customer statements, you can also email these to your customers and set up monthly statements which are then emailed automatically.

Customer statements

To view a customer statement

  • 1. Click Contacts then Customers and click the required customer.
  • 2. Click Manage then select Statements from the drop-down list. Enter the required date range in the From and To fields.

The transactions entered between the two dates appear. The brought forward balance is the customer’s account balance as at the day before the date entered in the From field.

To manage the customer statement

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.

To email a single statement
  • 1. Click Manage Statement then Email.
  • 2. Check or enter the following information:
To * Enter your customer’s email address. You can enter additional email addresses separated by a semicolon.
Cc Your Sage One login email address automatically appears. If necessary, you can delete or amend this.
Message * Enter any text that you want to appear in the email message.

If you want to send the email to more than one address, enter the additional email addresses separated by a semicolon. To view the statement you’re about to send, click the statement link above the message.

  • 3. Click Send.
To print the statement

If required you can print a copy of the PDF Statement for your records or to send to your customer from Manage Statement then clicking Print.

Depending on your Internet 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

If required you can save the statement as a CSV file which you can then open with Microsoft Excel. You can export the file from Manage Statement then clicking Export to CSV file from the drop-down list.

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 PC then browse to where you want to save the file and Save. You can then open the file with Excel.

To send monthly statements

If you send regular monthly statements to your customer, you can set up Sage One Accounts to send these automatically.

  • 1. Click Manage Statement then click Send Monthly Statements from the drop-down list.
  • 2. Check or enter the following information:
Email statement on day xx of every month* Enter the day of the month you want to send the statement to your customer. The statement includes transactions for the previous calendar month.
To * Enter your customer’s email address. You can enter additional email addresses separated by a semicolon.
Cc Your Sage One login email address automatically appears. If necessary, you can delete or amend this.
Message * Enter any text that you want to appear in the email message.
I wish to send monthly statements to this customer Select this check box.

* These details are compulsory.

  • 3. 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 from Manage Statement > Send Monthly Statement > clear the I wish to send monthly statements to this customer check box and Save.

Supplier statements

To produce a supplier statement

  • 1. Click Contacts then click Suppliers and click the required supplier.
  • 2. Click Manage then click Manage Statements from the drop-down list.
  • 3. Enter the required date range.

The transactions entered between the two dates appear. The brought forward balance is your account balance as at the day before the date entered in From Date.

  • 4. To produce a PDF of the statement click Manage Statement then click Print from the drop-down list.

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

  • 5. To produce a CSV file click Manage then click Statements then Manage Statement and click Export to CSV file from the drop-down list.

Depending on your browser, the file either downloads automatically to your Downloads folder or you may receive a prompt asking you to save the file to your PC. You can then open the file with Excel.