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How to Run a Customer Statement

Customer Statements can be run for either an Individual Customer or All Customers. To run any statement, go to Menu → Customers → Open a Customer Detail. On the bottom left, there is a button for “Statement.”

Setup Statement Filter Criteria and Options

Select the Statement Date

The Date selected will be the date transactions are run through. Transactions dated after this date will not display on this statement. Credits applied after this date will not have final EP Discounts calculated on this statement.

Optionally, select a due date to print on the statement. This date will print on the statement by the statement date. If this field is empty, the date will not print.

Select Statement Run Options

You can run statements:

  • By Year.
    • Select the booking year of transactions.
  • By Date Range.
    • Select a specific beginning and end date.
      • If the statement end date is AFTER the statement date, the cutoff will still be the statement date.

Hide Detail

This will hide the individual transaction portals that display the product name and quantity information that make up each transaction. The only line that will display is the transaction summary total line.

Show Estimated Early Payment Totals

When checked, any estimated EP credit calculated on payments and credit memos will display on the statement as well. To calculate on the credit, the user must fill out price type, correlating booking type, year, and the EP override date, if applicable.

If one payment is paying multiple bookings with multiple booking types that could earn different EP or cash discount percentages, enter this as multiple payments and enter the correct corresponding booking type information for the most accurate EP estimate calculations.

We recommend adding a statement disclaimer stating that EP discounts are only estimates until the final payments are applied out.

We also recommend not running this checkbox when nearing settlement end and payments have been applied. Otherwise, customers might believe they have a credit balance that they do not have.

Show Balance Forward

This option will display any credit or debit balances that fall outside of the statement run options.

Show Open Bookings

This option will also display booking totals for any seed that has not been delivered or invoiced to give a more accurate look at the account as a whole.

Department

When a department is selected, only transactions within that department will be included.

Booking Types

When booking types are selected, only transactions with a matching booking type will be included. When using this option, you will need to build invoices based on booking types and not combine multiple booking types on one invoice. All applicable transactions will need to be assigned a booking type including credit memos, debit memos, checks, and payments.

Customers

The “All Customers” option will run the statement for all customers who meet the criteria based on the other filter set.

The “Current Customers” option will only run a statement for the matching customer that the statement is being run on.

Show Balance Options – All Customer Statements Only

Select this if you only want to view customers with a credit or debit. Running the balance filter will extend the amount of time it takes to run statements.

Statement Type

Detailed

This type will show all customer transactions sorted by date.

**NEW! Proforma

This type will run a summary statement showing the items purchased and credits on the account. This does not include a breakdown by invoice.

Print/PDF/Email

During the statement run, you will be prompted to print your statements. You will have the option to save the statements as a PDF.

When running individual customer statements, you have the choice to print or email the statement. If the customer has an email address entered, you can email the statement instead.

Adding a Disclaimer or Note

To print a disclaimer on all statements, go to Menu → System Settings → Advanced Settings → Disclaimers.

To print a note or disclaimer on only one customer, there is a “statement notes” box on the bottom right side of the main customer detail page.

Setting Up Default Checkbox Options

Go to Menu → System Settings. On the main page above thegreen buttons on the left side, there are the default check boxes that can be set up. When those boxes are checked, they will default on new statement runs. Unchecking them will remove them from being defaulted on the next statement run.

**NOTE: Running statements while having any Accounts Receivable or Customer Total Reports open will reset the applied date, making the totals inaccurate after the statement run. The report must be re-filtered after each statement run to ensure proper totals. We don’t recommend running statements with any reports open.

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