Statements show the activity on an account over a selected period. There are two different types:
- Customer statements. Show you what each customer has paid and what is outstanding. You can send them to your customers any time to help them keep track of their account.
- Supplier statements. Help you keep track of your supplier accounts. You can run a supplier statement any time to see what you’ve paid and what you owe to suppliers.
About customer statements
You can run customer statements individually per customer, or for all customers as a batch in a statement run or monthly statements. If you set up monthly statements (per customer), they will automatically run and be emailed to your customers on a set day of the month. You can choose what shows on the statements in the date range; all activity (payments, as well as paid and outstanding invoices) or only outstanding invoices.
Sales invoices and customer statements can be customised for your business. If you haven’t already done so, consider completing this before sending statements to customers.
Setting up statements
Before running statements, follow the steps below to set them up:
- Go to Settings, then Business Settings, Statement Settings.
- All activity or Outstanding items only in the Customer Statement Type and Supplier Statement Type fields.
- Send by email or By post (PDF generated) in the Statement Run Default field. If sent by email, the statement will be sent to the main contact’s email address. If the customer does not have a saved email address, a PDF will be created that you can print and post to the customer.
- Show days overdue and label overdue invoices in red if you want to include the number of days overdue and a red “Overdue” indicator on the statement.
- Show a table of balances owed by age to include an ageing table on the statement.
Select to include or exclude future dated payments on Outstanding items type customer statements. For example, if you
Include future dated payments. Then run a customer statement as of 30 September, an invoice dated 1 September that has been paid (even if the payment occurs after the 30 September) will not be included on the statement.
Exclude future dated payments. The statement will show all outstanding items as of the statement date, even if some items have been paid off since that date. So a customer statement run as of 30 September, with an invoice dated 1 September that has been paid would be included on the statement.
- Enter any notes you want to send to your customers in the Customer Statement Notes section. For example, payment details or a general message.
- Click Save.