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Accounting

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Customer Statements

To help you and your customers keep track of their account and how much they owe you, you can produce statements for your customers quickly and easily at any time in Accounting. Or, if you send regular monthly statements, you can set up to send these by email automatically.

If you want to generate a batch of customer statements in one go, you can use the Statement Run option.

To choose the customer statement type

  • 1. Go to Settings, then click Record and Transaction Settings.
  • 2. Under Customers, on the Customer Statement Type list, click one of the following:
Outstanding items only This shows outstanding transactions only and the amount the customer owes you as at the date of the statement.
All activity This shows all transactions and the total invoiced to the customer between a particular date range. It also shows the amount the customer has paid and the amount they owe as at the end of the date range specified.
  • 3. Click Save.

To generate a customer statement

  • 1. Go to Contacts, then click Customers.
  • 2. Click on the relevant customer.
  • 3. Click Manage, then click Statements.
  • 4. Enter the required date or date range.
  • 5. To email the statement, click Manage Statement, then click Email.

Check or enter the following information, then click Send:

To If the main customer contact has an email address, this automatically appears. If necessary, you can amend this and enter additional email addresses separated by a semicolon.

Tip: If you want to amend the default email address the statement is sent to, please see To amend the default statement address section.
Cc If you want to send a copy to anyone else enter the email address.
Copy to me If you want a copy to be sent to your the email address you used to sign up to Sage, select this check box.
Message A default email message appears automatically from Email Defaults. You can amend this if necessary.
  • 6. To print a PDF copy of the statement, click Manage Statement then click Print.

Depending on your Internet browser, the PDF opens in a new window or tab and you can choose to print or save it from your browser file menu.

  • 7. To save the statement as a CSV file which you can then open with Microsoft Excel, click Manage Statement then click Export to CSV file.

Depending on your internet browser, the file either downloads automatically to your Downloads folder or you’re prompted to save the file on your computer. If prompted, browse to where you want to save the file, then click Save. You can then open the file with Microsoft Excel.

To send monthly statements

If you send regular monthly statements to your customer, you can schedule these to send automatically.

  • 1. Go to Contacts, then click Customers.
  • 2. Click on the relevant customer.
  • 3. Click Manage Statement, then click Schedule Monthly Statements.
  • 4. Check or enter the following information:
Enable Monthly Statement Monthly statements are sent to your customers while this check box is selected.
To If the main customer contact has an email address, this automatically appears. If required, you can amend this and enter additional email addresses separated by a semicolon.

Tip: If you want to amend the default email address the statement is sent to, please see To amend the default statement address section.
Cc Your login email address automatically appears. If necessary, you can delete or amend this.
Message A default email message appears automatically from Email Defaults, you can amend this if necessary.
Email statements monthly on day Enter the day of the month you want to send the statement to your customer. The statement includes transactions entered up to the day of the month prior to this. For example, if you enter day 10, the statement includes transactions from day 10 of the previous month to day 9 of the current month.

Tip: If you want to send statements up to the last day of the previous calendar month, enter 1 here. The statement includes transactions entered from day 1 to the end of the previous month. For example, a statement sent on 1 June includes transactions from 1 May to 31 May. This means you can send statements up to the last day of the month even if it’s 28, 30 or 31 days.
Exclude zero balances If you don’t want to include transactions which have a zero balance, select this check box.
  • 5. Click Save.

You’ve successfully enabled monthly statements which are now emailed to your customer on the day you specified.

You can stop the statements at any time. To do this:

  • Repeat step 1, then clear the Enable Monthly Statement check box and click Save.

To amend the default statement addresses

The first time you send a statement, the main customer address appears on the statement. If you choose to email the statement, it includes the email address for the main contact. If required you can change these defaults.

If you need to add a new address or contact, you can do this from the contact record, by clicking Addresses then click either Add Address or Add Address Contact.

  • 1. Click Manage Statement, then click Statement Addresses/Contacts.
  • 2. To change the customer’s email address that the statement is sent to, click Statement Email/Contact then click the relevant contact.
  • 3. To change the customer’s address that appears on the statement, click Statement Address then click the relevant address.
  • 4. Click Save.

The next time you produce the statement PDF or email it to your customer, the new addresses are used.

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