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Generating Customer Statements

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A customer statement is a summary of all charges, including invoices, finance, & statement charges to your customer during a specific period of time. Business usually generate customer statements monthly or quarterly, but you can generate in any period of time in QuickBooks.
A finance charge is a cost of money charged to your customer on overdue amounts, while a statement charge is a charge to your customer, such as general or out-of-pocket expenses, that you did not invoice.
To have a finance charge and a statement charge appear in your customer statement, you have to apply finance charges and enter statement charges before producing the statement.

To generate a statement, open Create Statements window by:
• selecting Customers > Create Statements from Main Menu, or
• choosing Statements from Home Page icons.

 

QB Generating Customer Statements 1

 

Select Statement Options pane

A/R Account. This field only appears when you have multiple currencies. Select appropriate account receivable currency in its drop-down menu.
Select Statement Date. Enter the date of statement.
Statement Period From ___ To ___. Select the period of the statement
All open transactions as of statement date. Clicking this button will add each and every unpaid invoices and charges. You can filter this by checking “include only transactions over __ days past due date” checkbox.

 

Select Customers pane

QuickBooks automatically select All Customers button since most businesses send statements to every customer, but you have a few other options:
Multiple Customers. If you just need to create more than one customer, but not all of them, choose this option.
One Customer. This option is used to create one single customer.
Customers of Type. Use this option if you hav different category for your customer types.
Preferred Send Method. You can choose different method of sending customer statements: e-mail, mail, or none.
View Selected Customers. This is to view or edit previously selected customers above.

 

Select Additional Options pane

Template. In this box, QuickBooks automatically select Intuit Standard Statement, but you can choose any template from its drop-down menu or your own customized template.
Create One Statement. Choose Per Customer or Per Job, depending on your requirement.
Show invoice item details on statements. This option is to detail invoice items, whick makes your statement long and usually unnecessary.
Print Statement by billing address postal code. This option is useful if you are printing labels sorted by postal code.
Print due date on transactions. This option is checked automatically since most business wants to show due date of invoices.

 

Do Not Create Statements pane

You can skip printing statement that you don’t need by selecting customers with a zero balance, with a balance less than __, and with no account activity. This options really makes sense – why would you want to print customers with zero balance or with no account activity?
“With a balance less than __” gives you another flexibility if you want to skip creating statements if customer’s balance less than a certain dollars. QuickBooks automatically checks “for inactive customers”.
You can click Asses Finance Charge bar if you have not done so, otherwise your statement will not include any finance charge.

For first-timers, always click Preview to see how your statements will be printed. Below is a screenshot of a statement from September 1, 2014 to November 30, 2014 with its finance and statement charges:

 

QB Generating Customer Statements 2

 

Once you are satisfied with the looks of your statements, click Print or E-mail. Otherwise, click Close to get back to your previous window or Help to find related topics help from QuickBooks.

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