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

Table Of Contents

Introduction
Transaction Details
Aged Debt Analysis
Account Due
Send a Single Statement
Send Multiple Statements
Related Articles

Introduction

Customer Statements provide a summary of outstanding balances, invoices and credits for your customers. They can be generated for an individual customer or for a group of customers and can be printed, saved as PDFs or emailed directly from Khaos Control.
Statements are produced in the customer's currency where applicable and include aged debt information to help with credit control and account reconciliation.

Generate a Statement for a Single Customer

  1. Open an Accounts screen (show me how).
  2. Open the [ Debt Management ] tab.
  3. Apply any filters required to locate the customer.
  4. Double-click the customer's name in the grid.
  5. The Statement of Account report will be generated and displayed.
You can then print, save or email the statement as required.

Generate Statements for Multiple Customers

  1. Open an Accounts screen (show me how).
  2. Open the [ Debt Management ] tab.
  3. Apply any filters required to identify the customers you want to include.
  4. Highlight the required customers using green selection.
  5. Right-click and select Generate Statements.
  6. Choose the required output option:
    • PDF - Creates PDF copies of the statements.
    • Preview - Displays the statements on screen before printing or emailing.
    • Print - Sends the statements directly to the printer.
    • Open PDF Folder... - Opens the folder where statement PDFs are stored.
    • Update Comm Log - Creates a "Statement Sent" entry in the customer's communication log.
  7. The selected Statement of Account reports will be generated.
Tip: You can also use this method when generating a statement for a single customer if you want to update their communication log automatically.

Important Notes

  • If a customer has Exclude Statement Run enabled, Khaos Control will not generate a statement for that customer.
  • Customers marked with Exclude Statement Run will also not receive communication log updates related to statement runs.
  • Statements are generated using the currency associated with the customer account.

Understanding the Statement of Account

The Statement of Account report contains:

Transaction Details

  • Outstanding invoices
  • Credits
  • Payments
  • Account activity

Aged Debt Analysis

Outstanding balances are grouped into ageing periods:
  • Current
  • 30 Days
  • 60 Days
  • 90 Days
  • 120 Days
  • Older

Account Due

The Account Due value appears alongside the aged debt analysis and shows the total outstanding balance on the account.

Email Customer Statements

Statement runs can be emailed individually or in batches.
Emails are sent to:
  • The email address entered in the customer's main contact record, or
  • The dedicated Statement email address configured in the Company Email Addresses dialog.

Send a Single Statement

  1. Open the statement report.
  2. Select Email (this document).
  3. The Auto Email Options window will open.

Send Multiple Statements

  1. Generate statements for multiple customers.
  2. Select Email (all).
  3. The Auto Email Options window will open.

Configure Email Options

Within the Auto Email Options window:
  1. Select the required Email Template.
  2. Choose whether to tick:
    Send emails immediately
    • Ticked: Emails are sent immediately.
    • Unticked: Emails remain available for review before sending.
  3. If you always want to use the same settings for statement emails, tick:
    Always use these options for this report
  4. Click OK.

Monitor Sent Emails

All emails that are queued, sent or awaiting review can be accessed through the Email Manager.
If a customer does not have a valid email address, Khaos Control will display a warning message.

Email Template Shortcut

If you enable Always use these options for this report, future statement runs become even quicker.
When you click Email (all):
  • The selected template is used automatically.
  • Previous email settings are applied automatically.
  • Statements can be emailed without reopening the Auto Email Options window.

Prerequisites for Automatic Statement Emails

Before statements can be emailed automatically, the following must be configured:
  1. Automatic Email Contact Preferences
  2. A suitable Email Template configured for statement reports.

Tips

  • Apply filters before generating statements to target specific groups of customers.
  • Use PDFs when you want to archive statement runs.
  • Update communication logs to maintain a record of statements sent to customers.
  • Review email addresses regularly to minimise failed deliveries.
  • Preview statements before sending if you need to check balances or overdue amounts.

See Also


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