How To: Print or Email Statement Runs from a Customer screen for one or more Customers

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Email a Single Statement
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A Statement Run produces a Statement of Account for one or more customers, showing outstanding invoices, credits and aged debt information.
Statements can be generated from:
You can create statements for:
  • A single customer.
  • Selected groups of customers.
  • All customers with outstanding balances.
Statements can also be emailed individually or in bulk.
  1. Open a Customer screen using (show me how).
  2. Find and load the required customer.
  3. Open the [ Customer | Detail | Statement ] tab.
  4. Press Ctrl + P or click Print.
  5. The Statement Run Dialog will open and will automatically be filtered for the selected customer.
  6. Select any required options and generate the statement.
Important: This is the only area of Khaos Control that allows statement runs to be produced as a batch process for all customers with outstanding balances.
  1. Open a Customer screen using (show me how).
  2. Open the Other Actions menu by:
    • Pressing F9, or
    • Clicking the drop-down arrow beside the green Add button.
  3. Select Print.
  4. Select Statement Run.
  5. The Statement Run Dialog will open.
  6. Select the customers you want to include.
  7. Choose the required statement options.
  1. Click OK to generate the statements.
Note: To print remittance notes, the customer must have Remittance Notes enabled on the [ Customer | Detail | General ] tab.

Generate Statements from Debt Management

The Debt Management screen provides a convenient way to preview and email statements to multiple customers.
  1. Open an Accounts screen using (show me how).
  2. Open the Debt Management screen.
  3. Click GO to populate the debtors list.
  4. Green-select the customers you want to send statements to.
  5. Right-click within the grid and select:
    Generate Statements → Preview / Email
  6. Review the generated statements.
  7. Click Email All to send the statements.

What Information Is Included in a Statement?

The Statement of Account report contains:

Transaction Details

  • Outstanding invoices.
  • Credits.
  • Payments.
  • Statement transactions.

Aged Debt Analysis

Outstanding balances are grouped by age:
  • Current
  • 30 Days
  • 60 Days
  • 90 Days
  • 120 Days
  • Older

Account Due Balance

The Account Due value is displayed alongside the aged debt totals, providing an overall balance due.

Email Statement Runs

Statement runs can be emailed either individually or as part of a batch.
Statements are sent to:
  • The email address against the primary contact on the customer's address record, or
  • The statement email address configured within the Company Email Addresses dialog.

Email a Single Statement

From the statement report:
  1. Select Email (this document).
  2. The Auto Email Options dialog will open.
  3. Select the required email template.
  4. Configure the remaining options.
  5. Click OK.

Email Multiple Statements

From a statement run containing multiple statements:
  1. Select Email (all).
  2. In the Auto Email Options dialog:
    • Select the required Email Template.
    • Tick Send Emails Immediately to send the emails straight away.
    • Leave unticked if you want to review emails before sending.
    • Tick Always use these options for this report if you want these settings to be reused automatically for future statement runs.
  3. Click OK.
The statements will either be sent immediately or queued for review depending on the options selected.

View Sent and Pending Emails

All generated statement emails can be monitored through the Email Manager.
You can use Email Manager to:
  • Review queued emails.
  • Check sent emails.
  • Identify any emails that have failed to send.
If a customer is missing an email address or has an invalid email address recorded, Khaos Control will display a warning message.

Automatically Reusing Email Settings

If you select Always use these options for this report, Khaos Control will remember your chosen email template and delivery settings.
The next time you select Email (all):
  • Statements will be processed using the saved settings.
  • You will not be prompted to choose the template or email options again.
This can significantly speed up regular statement runs.

Before You Can Email Statements

Automatic emailing requires the following setup to be completed:
  1. Configure Automatic Email Contact Preferences.
  2. Create and configure a suitable report email template for statement runs.
Without these settings, statements cannot be sent automatically.

See Also


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