Customer Statement Generation

Customer Statement Generation

Customer statements provide a comprehensive summary of all transactions with a customer over a specific period. This guide will help you generate professional customer statements in EquiBillBook for reconciliation, collection, and record-keeping purposes.

What is a Customer Statement?

A customer statement is a document that shows:

• Opening balance at the start of the period
• All invoices issued during the period
• All payments received during the period
• Credit notes and adjustments
• Closing balance at the end of the period
• Outstanding invoices and due dates

Accessing Statement Generation

To generate a customer statement:

1. Navigate to Reports from the main menu
2. Click on Receivables Reports or Customer Reports
3. Select "Customer Statement" or "Statement Generation"

Alternatively, you can generate statements from:

• Customers → Select a customer → "Generate Statement"
• Accounts → Account Statement (filter by customer)

Step-by-Step Statement Generation

Step 1: Select Customer

Choose the customer for whom you want to generate the statement:

• Select from the customer dropdown list
• Search by customer name or code
• You can generate statements for multiple customers at once (bulk statements)

Step 2: Set Date Range

Define the period for the statement:

• From Date: Start date of the statement period
• To Date: End date of the statement period
• As of Date: Generate statement as of a specific date (shows all transactions up to that date)

Step 3: Configure Statement Options

Customize the statement format:

• Include Opening Balance: Show balance at the start of the period
• Include Zero Balance Transactions: Include transactions with zero balance
• Group by Transaction Type: Organize transactions by type
• Show Due Dates: Display due dates for invoices
• Show Aging: Include aging analysis (Current, 30 days, 60 days, etc.)
• Include Notes: Add transaction notes and descriptions

Step 4: Select Statement Format

Choose the statement format:

• Detailed Statement: Shows all transaction details
• Summary Statement: Shows only totals and balances
• Custom Format: Use custom statement templates

Step 5: Generate and Review

After configuring options:

1. Click "Generate Statement" or "Preview"
2. Review the statement in the preview
3. Verify all transactions and balances are correct
4. Make adjustments if needed

Statement Formats

EquiBillBook supports different statement formats:

1. Standard Statement

• Chronological list of all transactions
• Shows debit, credit, and running balance
• Includes invoice numbers and payment references

2. Summary Statement

• Opening and closing balances
• Total invoices and payments
• Outstanding amount summary

3. Aging Statement

• Outstanding balances grouped by age
• Current, 30 days, 60 days, 90+ days
• Helps identify overdue accounts

Exporting and Sharing Statements

After generating a statement, you can:

• Download as PDF: Save statement as PDF file
• Download as Excel: Export statement data to Excel
• Email Statement: Send statement directly to customer via email
• Print Statement: Print statement for physical mailing
• Save as Draft: Save statement for later review or editing

Emailing Statements

To email statements to customers:

1. Generate the statement
2. Click "Email Statement" or "Send via Email"
3. Enter customer email address (or select from customer profile)
4. Add email subject and message (optional)
5. Attach statement PDF
6. Click "Send"

Statement Customization

You can customize statements with:

• Company Logo: Add your company logo to statements
• Header and Footer: Customize statement headers and footers
• Terms and Conditions: Add payment terms and conditions
• Contact Information: Include company contact details
• Color Scheme: Customize colors and branding

Bulk Statement Generation

Generate statements for multiple customers at once:

1. Select multiple customers or use filters (category, location, etc.)
2. Set common date range for all statements
3. Choose statement format and options
4. Click "Generate All" or "Bulk Generate"
5. Download or email all statements

Best Practices

• Generate statements regularly (monthly or as needed)
• Send statements to customers for reconciliation
• Keep copies of statements for your records
• Use consistent date ranges for easy comparison
• Include clear payment terms and due dates
• Follow up on statements with outstanding balances
• Verify statement accuracy before sending to customers

Common Use Cases

• Monthly Statements: Send monthly statements to all customers
• Collection Follow-up: Generate statements for overdue accounts
• Reconciliation: Provide statements for customer reconciliation
• Audit Trail: Maintain statement records for audit purposes
• Credit Review: Review statements before extending credit

Related Articles

Learn more about:

• Viewing Customer Transactions
• Customer Payment History
• Outstanding Balances
• Customer Aging Reports

Customer statement generation in EquiBillBook helps you maintain transparent communication with customers, facilitate collections, and keep accurate financial records.