Statement Fields

Send statements to remind customers to pay their invoices. Most companies send statements one time a month.

Choose to print, email or fax statements, in HTML or PDF format.

To generate statements:

1. Go to Customers > Accounts Receivable > Generate Statements.
2. In the Statement Date field, accept or enter the date you want to appear on your statements.(Optional) Enter a start date for your statements.
3. This is the date of the oldest transaction you want to appear on the statement.
4. If you do not enter a start date, the Balance Forward does not appear and all transactions in the customer’s history appear on the statement.
5. (Optional) To filter the customer list, from the Restrict By Group list, select a customer group.
6. (Optional) Check the Include Zero Balances box to generate statements for customer accounts that meet these requirements:

• have a zero balance as of the statement date
• have accounts receivable transaction activity between the statement date and the start date

1. (Optional) If you want to include only open transactions, check the Show Only Open Transactions box.
2. If you choose to show only open transactions and do not include a start date, the statement includes all open transactions in your customer’s history.
3. If you only show open transactions, the Charge and Payment columns on the statement will show the total transaction amount and will not reflect any payments made toward the invoice. The Balance column shows the remaining balance on each transaction.
4. The Statements in Queue field shows the number of statements that enter the print queue when you submit this page.(Optional) If you want the printed statements to show the consolidated balance information for customer-subcustomer hierarchies, check the Consolidated Statement box. Clear this box if you want to show the individual balance for each customer.
5. (Optional) Select the form you want to use to generate statements.
6. You can select the standard form, select a custom form, or let the system decide.
7. Choose customers to receive statements. You can click the box at the top to select all customers in the list. Click the box again to clear the box for all customers.
8. Click Customize to customize the list to filter the customers listed or to add or remove columns.
9. Generate the statements:

• Click Print to print the statements.
• From the Actions list, select Email to email the statements.
• To email the statements, each customer must have an email address entered in the Email field of the Email | Phone | Address section on their Customer record.
• From the Actions list, click Fax to fax the statements.