Statements

Statements

The Statements option is used to print and email statement documents for your customers.

This option can be accessed by selecting Reports > Customer > Statements from the main menu or by clicking the Statements button in the Customer section.

The Statements window provides various different options to set the criteria and range of customers you want to print or email statements for.

All Transactions

Select this option if you want to include all transactions for each customer on the statement documents based on a specified date range.

Outstanding Transactions Only

Select this option if you want to include only transactions that are outstanding on statement documents.

Ignore Customers With Zero Balances

Tick this box if you do not want to produce a statement for any customers who have a zero balance.

Customer Range

Enter the range of customer references for the customers you want to produce statements for. By default this is the first and last customer reference indicating that all customers are to be included. Use the Look-Up button to the right of each reference box to find the customer you want.

Use Picked List of Customers

Rather than define a range of customers using the Customer Range settings, you can select the specific customers you want to produce statements for. This is done using the multi-select facility in the Customer section. If you have picked a list of customers from the Customer section then this checkbox will be ticked by default. However if you have not picked a list of customers you can still tick this box and just the highlighted customer will be selected. When this setting is ticked a magnifying glass icon is displayed which you can click  to view the list you have selected.  For more information in multi-selecting a list of customers see the Multi-Select page.

Date Range

Enter the start and finish date range for transactions you want to include on the customer statements. Click the drop-down button in each date box to pick a date from a calendar. Any transactions which are outside of the date range specified will not be included in the statement documents.

Statement Date

Enter a date that you want to use on the statement documents. Today's date is used as the default. This date can be used for 2 different purposes. First of all it can be used just to print a specific date on the statement documents as the Statement Date. Secondly you can use it as the date to base the information which is included on the statements. For example if you want to produce statements at a specific date and include transaction and balance information as at that date then you can enter the date here and tick the Base Statement Info For This Date checkbox explained below.

Base Statement Info For This Date

This checkbox becomes available when you change the Statement Date box explained above. In which case this box will be ticked by default. The setting you choose in this box will determine how the Statement Date is utilised. If you untick this box the Statement Date is used solely to print as the date on the documents and has no other effect. If this box is ticked the Statement Date is used to determine the transaction information and balance details used on the statement documents. With this box ticked, the information included will be based on the information as it was at the specified date including transactions and aged balance information at that date. If this box is ticked the To box in the date range settings is emptied and disabled as the Statement Date is then used for that purpose.

Statement Layout

Select the document layout that you want to use to produce the statements. The software enables you to define as many different layouts of documents as you want for customer statements through the Document Designer facility.  Use the drop-down button to view a list of layouts available and select the one you want.  When you have selected the statement layout that you want to use, if you need to make on-the-fly changes to the page layout, you can click the layout icon to the right of the layout selection box and the document page designer will open for you to make any necessary changes to your chosen document layout such as adding your company logo or a new field. See the Document Designer for more information about creating and designing your own statement document layouts.

When you have defined your criteria for the statements you want to produce you can click any of the buttons displayed at the bottom of the window to print, preview, email or export to PDF.

Click the Print button to send the statement documents to your printer.

Click the Preview button to view the statement documents on-screen. You can then use the print button in the Preview window if you then want to go ahead and print them.

Click the Email button to send the statement documents as PDF attachments to email messages. If you are emailing a statement for a single customer you will be asked to enter their email address before sending. If you are sending several statements you will first be asked if you want to either send each statement individually to each customer's email address or if you want to send all statements to one email address in a single document.

If you are emailing a batch of statements to customers then tick the Send each document separately to each customer's email address box. Please note that each of your customers must have at least one contact which is set to receive statements and that contact must have an email address entered on their record. Otherwise a statement will not be sent for those customers without an email address as you will not be asked for individual customer's email addresses when emailing batch statements. The message that is sent with the statement document to each customer as determined by the Email Template you have defined for sending Customer Statements. You will note that in the Email Multiple Documents window there is a Template button which will enable you to choose a different Email Template before sending the batch of statements. If you have

defined different message templates to be used for individual customers they will be used automatically. For more information on setting up Email Templates see the Email option on the Company Preferences page.

If you tick the Send all documents in a single file to one email address option you will be asked for the email address address to send the single document to.

Click the PDF button to export the statements to a PDF. If you are exporting multiple statement documents you will be asked if you want to export each customer statement to it's own PDF file or if you want to export all statements into a single PDF file. Tick the option you require.

If you are exporting a statement for a single customer or have chosen to export all statements into a single PDF you will be given an export window which enables you to make settings about how you want the PDF document exported and whether you want to open it after it has been exported.  You can then select where you want to save it and to save it under a specific file name. See the Exporting PDF Documents for more information.