Solution Properties
Solution ID:
240304191459890
Last Modified Date:
Thu Jul 09 17:37:34 UTC 2026
Taxonomy Path:
Case category//How do I...//processing
Author:
sageadmin
How to create customer statements
Description
Create statements to show your customers their account status. The statement lists all transactions and the total billed for a specific date range. It also shows the amount paid and the remaining balance at the end of the period.
Cause
Resolution

To choose the statement type

  1. Go to Settings, then select Statement Settings.
  2. In the Customer Statement Type field, select one of the following:
    Outstanding items only Select this option if you want your customer statements to show outstanding transactions.
    All Activity Select this option if you want your customer statements to show all transactions.
  3. Select Save.

Creating a batch of statements

Use the Statement Run feature on the Customers page to generate statements for multiple customers at once.
By default, we send batch statements by post (PDF Generated) for all customers. To change this:
  1. Open the customer's contact record.
  2. Go to the Options tab.
  3. Update the delivery setting, contact, and statement address.
To generate a statement run:
  1. Go to Contacts, and then select Customers.
  2. Select Statement Run.
  3. In the Outstanding amount over field, enter the minimum outstanding amount required to produce a statement.
  4. In the Produce statement as of field, enter the date you want to run the statements for.

    NOTE:

    Invoices paid after this date will appear on customer statements.

     
  5. Select Next. The overview displays the total owed, statement date, and number of statements to print or email.
  6. Select Generate.

Viewing a customer statement

  1. Go to Contacts and then Customers.
  2. Select the customer.
  3. On the Manage menu, Select Statements.
  4. In the To field, enter the end date. The transactions entered by the end date appear.

Managing the customer’s statement

Email a statement, save it as a PDF or CSV file, or schedule monthly statements to send automatically.

CAUTION:

The statement shows the main address by default. Email the statement to the main contact's email address. Change the default address and contact to use a different one.

 

To email a statement
  1. On the Manage Statement menu, select Email.
  2. Enter the following information:
    To Enter other email addresses separated by a semicolon.
    Cc Optionally, enter another person's email address to send them a copy of the email and PDF.
    Copy to me To send a copy of the email and invoice to your email address.
    Message Enter a message for the customer. To view the statement you’re about to send, select the statement link above the message.
  3. Select Send

Printing a statement

  1. On the Manage Statement menu, select Print.
  2. The PDF opens in a new window or tab.
  3. Print or save the file from your browser's file menu or toolbar.

Exporting a statement to a CSV file

You can save the statement as a CSV file, which you can then open with Microsoft Excel.

  1. On the Manage Statement menu, select Export to CSV file.
  2. Your browser downloads the file to your Downloads folder, or prompts you to open or save it.
  3. To save the file, browse to the location you want and select Save.
  4. Open the file with Excel.

Editing the default statement address and contact

The first time you send a statement, the main customer address appears on the statement. If you email the statement, it includes the email address for the main contact. You can change these default values.

NOTE:

To add a new address or contact, edit the contact record first.

 

To select a different default contact or address.
  1. On the Manage Statement menu, Select Statement Addresses/Contacts.
  2. Do one of the following:
    • To change the default contact, select the desired contact from the Statement Email menu.
    • Select the desired address from the Statement Address menu to change the customer address on the statement.
  3. Select Save.

The selected address and contact apply the next time you produce or email the statement.

Sending monthly statements

Set up monthly statements to send to your customers automatically.

  1. On the Manage Statement menu, select Schedule Monthly Statements.
  2. Enter the following information:
    Enable Monthly Statement Select this checkbox to send monthly statements to the customer.
    To Enter other email addresses separated by a semicolon.
    Cc Optionally, enter another person's email address to send them a copy of the email and PDF.
    Subject

    A default subject line appears. Edit the text after you select Enable Monthly Statement.
    Message Enter a message to send to the customer.
    Email statements monthly on day For example, day 10 includes transactions from the 10th of the previous month to the 9th of the current month.
    Exclude zero balances Select to leave out transactions with a zero balance.

TIP:

To send statements for an entire calendar month, enter 1. The statement includes transactions entered from day 1 to the end of the previous month. For example, a statement sent on June 1 includes transactions from May 1 to May 31. This means you can send statements up to the last day of the month even if it's 28, 30 or 31 days.

 
  1. Select Save.

Email monthly statements to your customer on the specified day. Stop them by going to:

  1. Manage Statement menu.
  2. Schedule Monthly Statements.
  3. Uncheck Enable Monthly Statement.
  4. Select Save.
Steps to duplicate
Related Solutions