How To: Print Statement of Accounts from the Debt Management screen

Statement of accounts can be printed in the [ Debt Management ] tab for either a single customer or for a group of customers. It will be in the currency of the company.

Statement of Account - Single Customer

1. Open an Accounts screen (show me how).
2. Go to the [ Debt Management ] tab.
3. Filter your debtors (customers) as required.
4. Double click on the "name of the customer" in the grid, the Statement of Account report will be displayed.

Statement of Account - Groups of Customers

1. Open an Accounts screen (show me how).
2. Go to the [ Debt Management ] tab.
3. Filter your debtors (customers) as required.
4. Select the customers you wish to create a Statement of Account for.
5. Right-click to display the context menu and select 'Generate Statements' from the menu. The options are:
   • PDF to create a PDF of the Statement of Account/s.
   • Preview to preview the Statement of Account/s.
     Note: if you choose this option then in the Confirm popup you can update the communication log with "Statement sent" message.
   • Print the Statement of Account.
   • Open PDF folder... opens the PDF folder where you store your PDF files.
   • Update Comm Log "Statement Sent" will create an entry in the appropriate communication log.
6. The Statement of Account reports will appear.

Notes:

• You can also use this method for printing a Statement of Account for a single customer if you wish to make an entry in their communication log.
• If the 'Exclude Statement Run' option is selected against a customer's record, then the system will neither generate a statement nor update the customer's communications log.

Statement of Account Report

The Statement of Account report contains the following financial information:

1. Details of the individual credits and invoices;
2. The Aged Debt Value Totals, which include both credits as well as sales from the current period, every 30 days from the current period:
   • Current
   • 30 Days
   • 60 Days
   • 90 Days
   • 120 Days
   • Older
3. Account Due is on the left of the aged debt value totals.
   

Emailing Statement Runs

Statement runs can be emailed either singularly or in a batch. The email is sent to the email address listed in the main contact address area in the customer address tab or the statement email address as setup in the Company Email Addresses dialog..

1. From the report select Email (this document) to email a single report or Email (all) to email all the statement runs produced.
2. In the Auto Email Options dialog.
   • Select the Email template to be used from the drop down list.
   • Tick the Send emails immediately if the email is to be sent immediately or leave unticked if you wish to check the emails before they are sent.
   • If you always wish statements to be sent using the Email Template selected above then tick the option 'Always use these options for this report'.
3. Click OK.
4. The list of emails that are waiting to be sent or have been sent can be found in the Email Manager.
   Note: If there are problems sending the email, for example no email address or invalid email address, a warning will be displayed.
   
   

If you ticked Always use these options for this report, the next time you need to email out statements, when you click on Email (all), all the statements will be emailed out and you will not need to select the Message Template or any of the other options.

Note: Before statements can be automatically emailed the following needs to be setup:

1. Setup Automatic Email Contact Preferences.
2. A report type email template needs to be set for email statement runs.

See Also

• Accounts overview