Customer Statement Reports

Customer Statement Reports

Customer statement reports provide detailed transaction summaries for customers, showing all invoices, payments, credits, and adjustments over a specified period. This guide will help you generate and use customer statement reports in EquiBillBook for reconciliation, collection, and record-keeping.

What is a Customer Statement Report?

A customer statement report 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 with due dates
• Aging analysis of outstanding amounts

Accessing Customer Statement Reports

To generate customer statement reports:

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

Alternatively, access from:

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

Report Configuration

Configure statement reports with the following options:

1. Customer Selection

• Single Customer: Generate statement for one customer
• Multiple Customers: Generate statements for selected customers
• All Customers: Generate statements for all customers
• By Category: Generate for customers in specific category
• By Location: Generate for customers in specific location
• With Outstanding Balance: Only customers with outstanding amounts

2. Date Range

• 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
• Predefined Periods: This month, last month, this quarter, etc.

3. Statement Format

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

4. Information to Include

• Opening and closing balances
• Invoice details (number, date, amount, due date)
• Payment details (date, amount, method, reference)
• Credit notes and adjustments
• Transaction descriptions and notes
• Aging breakdown (Current, 30, 60, 90+ days)

Understanding Statement Reports

Statement reports display:

• Customer Information: Name, address, contact details
• Statement Period: Date range covered by the statement
• Opening Balance: Balance at the start of the period
• Transaction List: Chronological list of all transactions
• Transaction Details: Date, type, reference, debit, credit, balance
• Closing Balance: Balance at the end of the period
• Outstanding Summary: Summary of outstanding invoices

Statement Summary

The report includes summary information:

• Total Invoices: Number and total amount of invoices
• Total Payments: Number and total amount of payments
• Total Credits: Total credit notes and adjustments
• Net Change: Net change in balance during the period
• Outstanding Amount: Current outstanding balance
• Due Amount: Amount currently due
• Overdue Amount: Amount past due date

Exporting Statement Reports

Export statements in various formats:

• Export to PDF: Generate PDF statements for sharing
• Export to Excel: Export statement data to Excel
• Print Statements: Print statements directly
• Email Statements: Send statements to customers via email
• Bulk Export: Export multiple statements at once

Emailing Statements

Send statements directly to customers:

1. Generate the statement report
2. Click "Email Statement" or "Send via Email"
3. Select customer email addresses
4. Customize email subject and message
5. Attach statement PDF
6. Send to customers

Bulk Statement Generation

Generate statements for multiple customers:

• Select multiple customers or use filters
• Set common date range for all statements
• Choose statement format
• Generate all statements at once
• Download or email all statements

Statement Customization

Customize statement appearance:

• Company Logo: Add your company logo
• Header and Footer: Customize headers and footers
• Terms and Conditions: Add payment terms
• Contact Information: Include company contact details
• Branding: Apply company colors and styling

Common Use Cases

1. Monthly Statements

Generate monthly statements for all customers:

• Set date range to previous month
• Select all active customers
• Generate and email statements
• Keep copies for records

2. Collection Follow-up

Generate statements for overdue accounts:

• Filter customers with overdue balances
• Generate detailed statements
• Include aging analysis
• Send for collection follow-up

3. Customer Reconciliation

Provide statements for customer reconciliation:

• Generate detailed statements
• Include all transaction details
• Send to customers for verification
• Resolve any discrepancies

4. Audit and Record-Keeping

Maintain statement records:

• Generate periodic statements
• Export and archive statements
• Keep records for audit purposes
• Maintain historical statement data

Best Practices

• Generate statements regularly (monthly or as needed)
• Send statements to customers for transparency
• Keep copies of all statements for 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
• Customize statements with company branding

Filtering and Searching

Filter statement reports by:

• Customer name or code
• Customer category or group
• Date range
• Outstanding balance range
• Location or branch
• Transaction type

Related Reports

Customer statement reports are related to:

• Customer Transaction Reports: View detailed transactions
• Customer Payment Reports: Analyze payment history
• Outstanding Balances: View current balances
• Customer Aging Reports: Analyze aging of receivables

Next Steps

After generating customer statement reports, you can:

• Email statements to customers for reconciliation
• Use statements for collection follow-up
• Export and archive statements for records
• Analyze customer payment patterns
• Identify accounts needing attention
• Share reports with management or accounting team

Customer statement reports in EquiBillBook provide comprehensive transaction summaries, helping you maintain transparent communication with customers, facilitate collections, and keep accurate financial records.