Customer Statements

Customer Statements

Overview

Customer Statements are documents that summarize a customer's account activity over a specific period. These statements typically include invoices issued, payments received, credit memos applied, and any outstanding balances. They are essential tools for keeping your customers informed about what they owe and for following up on overdue payments.

When to Use Statements

You might issue a customer statement to:
  1. Remind customers of outstanding invoices.
  2. Provide a summary of recent transactions for account reconciliation.
  3. Support collections efforts for overdue payments.
  4. Offer transparency and improve customer trust.

Generating a Statements

  1. Navigate to Sales > Statements.
  2. Click Create > New.
  3. Select the statement Period or date range. Only transactions within the selected timeframe will appear in the report.
  4. Optionally, filter out which customers to generate a statement for by setting a balance threshold (Set additional statement criteria).
  5. After setting up the Statement dates and balance threshold, click the Show Customer button.
  6. Uncheck any customers to remove them from the statement creation list.
  7. Click Generate Statements.



    Navigation returns to the Statement List screen with the new statements present. From the statement list screen, you may Print or Email one or more statements, and set the Print Mode: AR Only, AP Only, or AP and AR Combined.



Viewing Generated Statements

Once your statements are generated, you can open them individually to review the details, update mailing information, and customize the type of transactions displayed before printing or emailing.

To view and adjust a generated statement:
  1. From the Statements List View, double-click on a statement to open it.
  2. In the Statement view, update the Mailing Address if necessary.
  3. Choose the Mode (Statement Type) to determine which balances and transactions are displayed:
    1. Receivables Only (AR Only): Shows turnover and balances based strictly on customer-related transactions (e.g., Sales Invoices, Cash Receipts, Customer Deposits).
    2. Payables Only (AP Only): Shows turnover and balances based strictly on vendor-related transactions (e.g., Purchase Invoices, Vendor Payments, Vendor Deposits).
    3. Combined Receivables & Payables: Continues to show the net position where the Net Balance = AR Balance - AP Balance.



Printing Statements

CustomBooks™ optimized printing multiple statements – no more Wait or Quit message! Print as many as you want!

To print Customer Statements :
  1. Navigate to Sales > Statements.
  2. Highlight or select Statements that you want to print.
  3. Click Print and select a print template to use.



    Alternatively, open the Statement, and then Print.


When selecting a print template for your statements, you can choose the Balance Forward Statement option to generate an "Open AR Snapshot." This template provides a concise view of what a customer currently owes rather than a full transaction history.
  1. Itemized Open Items: Lists individual outstanding invoices and credits that contribute to the current total, replacing the traditional "Balance Forward" summary line.
  2. Excluded Payments: Payment line items are hidden to reduce clutter, as their amounts are already factored into the remaining invoice balances.
  3. Aging & Due Dates: Features a Due Date column and sorts balances into aging buckets (Current, 1-30, 31-60, 61-90, 91+) based on the statement date.
  4. True Run-Time Snapshot: Displays all open historical credits or invoices regardless of their original posting date, ensuring the total represents an accurate, real-time balance.



Emailing Statements

Customer Statements now have email templates! Use new mail merge tags to send Customer Statements en masse and still be personal! Multiple templates my be saved to make your communications just the way you want them. Set common text and then personalize one or more emails even further.

To Email a single or multiple Customer Statements :
  1. Go to Sales > Statements.
  2. Select the Customer Statement/s that you want to email (to select or highlight multiple statements, press the Shift Key + Left Click the Statement/s), then click Email and select an email template the use.



  3. You will be asked if you want to include copies of the documents when emailing statements (optional).
  4. The Emailing Statements window will open, on this part you can add CC email, change Common Subject, deselect and re-select statements and add personalized email body by adding Mail Merge Fields.
  5. Once done with your personalized email setup, click Send button.



More Email Features

  1. Personalized email body can be saved as a template by clicking More Actions > Save/Load Template.



  2. You can change the subject and email of a selected company individually in the Statement Information by clicking Change Selected dropdown.