Account Statement Generation

Account Statement Generation

Account Statement Generation in EquiBillBook allows you to create professional, formatted statements for any account, showing transaction history, balances, and account activity. These statements are useful for sharing with customers, suppliers, auditors, or for internal record-keeping. This guide explains how to generate account statements effectively.

What is an Account Statement?

An Account Statement is a formatted document showing:

• Account information and details
• Opening balance for the period
• All transactions during the period
• Debit and credit entries
• Running balance after each transaction
• Closing balance for the period
• Summary information

Accessing Statement Generation

To generate an Account Statement:

1. Navigate to the Accounts module
2. Go to Account Book or Account Statement
3. Select the account for which you want to generate a statement
4. Set the date range for the statement period
5. Configure statement options and format
6. Click "Generate Statement" or "Print Statement"

Types of Account Statements

1. Customer Account Statement

Statement for Accounts Receivable showing:

• Customer information
• Outstanding invoices
• Payment history
• Current balance
• Aging information

2. Supplier Account Statement

Statement for Accounts Payable showing:

• Supplier information
• Outstanding bills
• Payment history
• Current balance
• Due dates

3. Bank Account Statement

Statement for bank accounts showing:

• Bank account details
• All deposits and withdrawals
• Transaction history
• Current balance
• Reconciliation information

4. General Account Statement

Statement for any account showing:

• Account details
• All transactions
• Balance information
• Transaction summary

Statement Configuration Options

1. Account Selection

Choose the account for statement generation:

• Select from account dropdown
• Search for specific account
• Select by account type
• Choose multiple accounts for batch statements

2. Date Range

Set the statement period:

• From Date: Start date of the statement period
• To Date: End date of the statement period
• Quick Options: This Month, Last Month, This Year, Last Year, All Time
• Custom Range: Any specific date range

3. Statement Format

Choose statement format:

• Detailed Statement: Shows all transaction details
• Summary Statement: Shows summary information only
• Custom Format: Customize fields and layout

4. Display Options

Configure what to include:

• Show Zero Balance Transactions: Include transactions with zero impact
• Show Transaction Details: Include full transaction descriptions
• Show Related Party: Include customer/supplier names
• Show Document Numbers: Include invoice, bill, or entry numbers
• Group by Date: Group transactions by date
• Group by Type: Group transactions by type

Statement Components

1. Header Section

The statement header typically includes:

• Company name and logo
• Statement title
• Account name and code
• Statement period (from date to date)
• Generated date and time
• Page number

2. Account Information Section

Details about the account:

• Account name and code
• Account type
• Account description
• Related party information (for customer/supplier accounts)
• Contact information

3. Opening Balance

Shows the account balance at the start of the statement period.

4. Transaction List

Detailed list of all transactions including:

• Transaction date
• Reference number (Invoice #, Bill #, etc.)
• Description or narration
• Debit amount
• Credit amount
• Running balance

5. Summary Section

Summary information showing:

• Total debits during the period
• Total credits during the period
• Net change (debits - credits or credits - debits)
• Opening balance
• Closing balance

6. Footer Section

Statement footer may include:

• Notes or terms
• Contact information
• Disclaimer
• Signature line (if applicable)

Statement Templates

EquiBillBook may offer different statement templates:

1. Standard Template

Basic professional format with all essential information.

2. Detailed Template

Comprehensive format with additional details and breakdowns.

3. Custom Template

Customizable template where you can:

• Add or remove fields
• Customize layout
• Add company branding
• Include custom sections

Generating Statements

1. Preview Before Generating

Always preview the statement before generating:

• Review all information for accuracy
• Check date range is correct
• Verify account selection
• Ensure formatting looks good

2. Generate Options

After previewing, you can:

• Generate PDF: Create PDF file for sharing
• Print: Print directly
• Email: Send via email (for customer/supplier statements)
• Download: Download in various formats
• Save: Save for future reference

Emailing Statements

For customer or supplier statements, you can email them directly:

1. Generate the statement
2. Click "Email Statement"
3. Enter recipient email address
4. Add subject and message (optional)
5. Send the statement

Statement Formats

1. PDF Format

Most common format for:

• Sharing with external parties
• Printing
• Record-keeping
• Professional presentation

2. Excel Format

Useful for:

• Further analysis
• Data manipulation
• Importing into other systems
• Custom reporting

3. CSV Format

For:

• Data import
• Simple data exchange
• Basic analysis

Batch Statement Generation

Generate statements for multiple accounts at once:

• Select multiple accounts
• Set common date range
• Generate all statements in batch
• Save time for bulk operations

Statement Customization

Customize statements by:

• Adding company logo and branding
• Including custom fields
• Modifying layout and design
• Adding notes or terms
• Including additional information

Common Use Cases

1. Customer Statements

Generate customer statements to:

• Send to customers showing outstanding balances
• Provide payment history
• Resolve disputes
• Support collection efforts

2. Supplier Statements

Generate supplier statements to:

• Verify outstanding balances
• Plan payments
• Reconcile accounts
• Maintain records

3. Bank Reconciliation

Use bank statements to:

• Reconcile with bank statements
• Identify discrepancies
• Verify transactions
• Maintain accurate records

4. Audit Support

Generate statements for:

• Internal audits
• External audits
• Regulatory compliance
• Documentation

Tips for Statement Generation

• Always verify account selection before generating
• Set appropriate date ranges for the statement period
• Preview statements before finalizing
• Use consistent date ranges for comparison
• Save generated statements for record-keeping
• Email statements promptly to customers/suppliers
• Use professional templates for external sharing
• Include all necessary information in statements
• Verify opening and closing balances are correct
• Review statements for accuracy before sharing

Statement Security

Consider security when generating statements:

• Ensure proper access controls
• Protect sensitive financial information
• Use secure methods for sharing statements
• Maintain confidentiality

Need Help?

If you need assistance with Account Statement Generation:

• Ensure you have proper permissions to generate statements
• Verify the account exists and has transactions
• Check date range settings are correct
• Verify statement template is properly configured
• Contact support for help with custom statement formats

Account Statement Generation is a powerful feature for creating professional financial documents. Regular generation and sharing of statements helps maintain transparency, support collections, and provide accurate financial information to stakeholders.