Customer / Supplier Statement Tab Statement Transactions Grid
The Statement Transactions Grid provides a read-only view of all transactions associated with the currently loaded customer or supplier account.
This grid displays sales invoices, purchase invoices, payments, credit notes and other accounting transactions that make up the account balance. The information shown here is also used by the Allocate From and Allocate To grids to help manage allocations and outstanding balances.
Some functions are only available for customers or suppliers. These options are controlled by the Sales Ledger and Purchase Ledger settings at the top of the Statement screen.
For information about the Other Actions menu, press F9 or click the drop-down arrow and see Customer Other Actions Menu.
Statement Transactions Grid
The grid displays the current status of each transaction on the account.
Date
Displays the transaction date.
Type
Displays the transaction type.
Possible values include:
- Payment
- Invoice
- Credit
The transaction type should be viewed alongside the S/P prefix, which identifies whether the transaction relates to a sale or a purchase.
Amount
Displays the original transaction value.
Allocated
Shows how much of the transaction has been allocated.
For example:
- If the transaction is a payment, this shows how much of the payment has been allocated against invoices.
- If the transaction is a credit note, this shows how much of the credit has been used.
Balance
Displays the outstanding balance remaining on the transaction.
This is calculated from the difference between the original transaction amount and the allocated amount.
Invoice
Displays the related sales or purchase invoice number, where applicable.
Period
Displays how old the debt is, based on your debt management settings.
Examples include:
- Current
- Month 1
- Month 2
- Month 3
For example, if an invoice became due on 31 December and you are reviewing the account in May, the invoice would normally appear in Period 5 because it is five months overdue.
This information is also available within the Debt Management screens.
Note: This field is only applicable to account customers and suppliers.
Source
Displays the originating reference for the transaction.
Examples include:
- Sales Order number
- Supplier Purchase Invoice number
- Payment reference code
Other Ref
Displays additional reference information associated with the transaction.
This may include:
- The customer's Purchase Order Number
- The value entered into the Code column on the Sales Order Payment Grid
Linked URN
Displays the URN of the linked company that created the transaction.
Linked Company Name
Displays the name of the linked company associated with the transaction.
Note: If no linked company exists, the currently selected company's URN and company name will be displayed instead.
Outstanding Balance
The value displayed beneath the grid shows the total outstanding balance for the customer or supplier account.
Statement Transactions Grid Context Menu
Right-click within the grid to access additional actions.
Go To Source Invoice
Open the source invoice associated with the selected transaction.
Customers
Opens the appropriate stage within the Sales Invoice Manager.
If the invoice is archived outside the current processing periods, it will be loaded into the User Tray instead.
Suppliers
Opens the associated Purchase Invoice.
If the transaction originated from an SPLedger entry, the SPLedger screen will open and display the relevant entry.
Go To Source Order
Open the originating order linked to the selected transaction.
Customers
Opens the associated Sales Order.
Suppliers
Opens the associated Purchase Order.
Go To Sales Order (Payment)
Opens the Source Sales Order for This Payment dialog.
This screen displays:
- Original payment details
- Any payment cancellations
- Related payment activity
Go To Linked Company
Opens the linked customer or supplier record associated with the transaction.
Go To Batch Allocation(s)
Displays any batch allocations associated with the selected transaction.
Put Selected Invoices into User Tray (Customers)
Adds selected invoices to the User Tray in the Sales Invoice Manager.
This is useful when reprinting archived invoices.
For more information, see How To: Print Copies of Archived Invoices.
Show Journal Details
Opens the Related Journal Entries Dialog.
This allows you to view all journal postings associated with the selected transaction, including currency gain and loss postings where applicable.
Refund Options (Customers)
The Refund menu provides options for processing customer refunds.
Refund Credit Note or Payment (Automatic)
Opens the Refunds Dialog.
Use this option when refunding payments originally made by credit card.
Note: The customer must have paid by credit card for this option to be available.
For detailed instructions, see How To: Refund a Credit Note via the Customer Statement.
Refund Credit Note or Payment (Manual)
Opens the Manual Refund Dialog.
This option should be used when refunding:
- Cash payments
- Cheque payments
- Manually authorised card payments
Important: Refunds can only be processed against the unallocated balance of a transaction. If a transaction is fully allocated, a credit note must first be created before a refund can be issued.
Undo Refund
Reverses a previously processed refund.
Before the reversal is completed:
- Select the refund transaction.
- Enter the refund amount when prompted.
- Ensure the value entered matches the original refund.
Important Notes
- Refund reversals cannot themselves be undone.
- Credit card processing is not affected and must be handled separately if required.
- A new transaction line is added to the Statement Transactions Grid with Undo Refund displayed in the Source # and Other Ref fields.
Mark Invoice as Disputed
Use this option to flag invoices that are currently under dispute.
Yes
Marks the selected invoice(s) as disputed.
Disputed invoices:
- Do not appear on printed customer statements.
- Appear in the disputed balance columns within Debt Management.
No
Removes the disputed status from selected invoices.
Note: Disputed invoices remain visible in the Statement Transactions Grid but are not displayed in the Allocate To grid, even when Show All is enabled.
Create Allocation Transaction (Under & Over Payments)
Creates an allocation adjustment for small underpayments or overpayments.
For example:
- Invoice value: £5.30
- Payment received: £5.20
This function can be used to write off the remaining £0.10.
For more information, see:
Delete Opening Balance / Unallocated Transaction
Removes an opening balance or reverses an underpayment or overpayment transaction previously created.
Use with caution, as this affects account balances and allocations.
Enter Settlement Discount (Suppliers)
Allows a settlement discount to be entered against a Purchase Invoice.
For more information, see How To: Apply a Settlement Discount to a Purchase Invoice.
Colour Legend
Displays an explanation of the text colours and background colours used within the Statement Transactions Grid.
Clear Selection
Removes the current selection from the grid.
Tips
- Use Show Journal Details when investigating accounting postings or currency adjustments.
- Mark disputed invoices to exclude them from customer statements while an issue is being resolved.
- Use Under & Over Payment allocations to quickly clear small balancing differences.
- Add archived invoices to the User Tray when reprints are required.
- Review the Outstanding Balance regularly to monitor account health and overdue debt.