Customer Statements
This article will show you how to configure and create statements for customers.
Topics included in this article:
You will first need to set up your statement configurations. You can set these up by going to Configuration > Company Configuration, then clicking on Customer Options.
From here, you can enter a custom statement title if you would like.
If you have any default statement messages you want to print on the statements, enter these notes here.
If you want to continue with the next statement number from your previous software or just want to start with a different number than 1, you can change the first statement number here.
Note: Once the first statement has been created, this number can no longer be changed.
Do you want the statement to show all items from contracts by default? If so, check this option. Otherwise, statements will have a single line per transaction by default. You can change this per statement when statements are created individually.
If the customer has a previous balance, you can show it on the statement by checking this box.
If you check the above box, you will get another selection to show owed transactions on statements, not just the ones that have been run before.
If you would like to utilize different terms you can choose the terms that you want to use.
Note: You can edit these options under Configuration > Company Configuration > Printing Options.
Do not forget to select which statement format you want to send: Modern or Traditional. You can select from the Statement Format drop-down menu. Do not forget to click Save when done.
Once you have the statement configurations set up, you can create a statement for a customer. From People > Customers search for the customer in question and click the edit icon next to the customer's name. At the bottom of their information, you will see a Customer History section which includes all transactions, payments, and credit notes. You will also see a statements tab. Click on the Statements tab to view all contracts with a remaining balance due.
Select the contracts you want to be included in this statement. Once selected, click Create Statement from the top of the list of contracts.
After you click Create Statement, you will come to a screen that looks very similar to when you are setting up your invoices. Select your statement terms, enter any comments or terms you want to be printed on the statement, override statement date if desired, override auto statement number if desired, and select whether you want to show prior balances and all items from contracts (if this is not already set by default within your Customer Configurations).
Now that your one-time statement configurations have been set, click the I'm Ready to Create the Statement button and the statement will appear on your screen. From here, you can choose to print, download PDF, or email to the customer.
You can also set up and run statements for more than one customer at a time. For each customer you want to send statements in mass, check the send statement option, and define if you want to print or email (email will use the email address in the customer record).
You also will need to set up a filter in customer search to only include customers that owe money on received contracts, as well as the ones who have ‘send statement’ checked.
You will also want to turn on the column for Received Owed.
Now you can click ‘Send Statements’ and it will create the statements for any customers/any contracts that have received amounts owed that are set for statements, for contracts where statements have not already been generated.
Related articles
Invoicing Customers
