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Send account and customer statements

Issue a statement for one account or customer, or run statements for everyone with a balance, then print it, download it as CSV or email it as a PDF.

For
OwnerService advisorAdministrator
Hosting
Any hosting
Devices
All devices
Business
All businesses

Checked against Pop Dispatch 0.1.0

A statement shows what a customer owed, what was invoiced and paid in a period, and what is owed now. You will be able to issue one statement or a whole run, print it, download it or email it.

Before you start #

  • You need the advisor, manager or owner role.
  • To email statements, save the mail server and the from address first. The mail settings are the same ones that send estimate links.
  • The web screens are Receivables, then the Statements tab. The Mac screens follow the same figures. The technical details name the requests the server answers.

What a statement holds #

  • The balance carried in: what was owed on the day before the period began.
  • The invoices issued and the payments received in the period, each on its own line with a running balance.
  • The balance due at the end of the last day, and how long that balance has been owing in the four age buckets (0 to 30, 31 to 60, 61 to 90 and over 90 days).
  • A statement is a snapshot. A payment recorded afterwards appears on the next statement.

Steps #

  1. Issue one statement: on Receivables, select Open on the customer or account, then fill in Issue a statement. First day starts on the first of this month and Last day is today. Add a Note on the statement (optional) and select Issue statement. The page says "Statement ST-0001 is issued." with an Open it link.
  2. Read the statement page. It shows the period, the amount owed at the start, the invoices and payments in the period, the amount owed at close and its age bands, then every line with a running balance.
  3. Select Print / PDF to open the statement in your business's branding. Select Download CSV to save the lines.
  4. Select Send by email. The form shows Send to (the address on file, which you can change for this message), the Subject, a Message preview and the attached file name. Select Send message. Without a connected mail server, the statement is prepared and kept with the page and its email line reads "Message prepared, waiting to be sent".
  5. Run statements for everyone: open the Statements tab. Under Run statements for everyone who owes, choose Who (Accounts and customers, Accounts or Customers), the First day and Last day, an optional note, and tick Send them by email to email each one. Select Run statements. The page says how many were issued and how many skipped, and lists the skipped names with reasons.
  6. Read what was issued under Statements issued: Number, Period, Owed at close and Email for each. Select a number to open it.
Technical details
  • Requests: POST /statements (customer_id or account_id, from, to, message), GET /statements/:id/pdf and /csv, POST /statements/:id/email (optional to), POST /statements/run (scope, from, to, send_email), GET /statements and GET /statements/:id.
  • A run skips names with nothing owed and lists them, with the reason, in the answer. A customer whose invoices are billed through an account is covered by the account's statement and gets none of its own.
  • Running the same period again issues nothing new: each name has one statement for a given period, and the answer lists the ones skipped.
  • A customer or account with nothing owed and no activity in the period gets no statement from a single request either.
  • Void invoices never appear. Statement numbers run ST-0001, ST-0002 and so on, one sequence for the business.
  • The email carries the statement number and balance in its text. A mail server that is down leaves the statement marked failed and gives the reason, and you can send it again.
  • Issuing, printing, exporting and emailing each add an audit log entry.

If something goes wrong #

  • "Mail needs setting up. Enter the mail server and the from address first.: save the mail settings, then send again.
  • "There is no email address for this account or customer": give an address in to, or add one to the record.
  • "Statement ST-... already covers ... for ...": that period was already issued. Open the existing statement.
  • "Nothing is owed by ... and nothing happened in that period": pick a period with activity or a balance.
  • "The statement could not be sent": the mail server refused or could not be reached. The reason shows in the answer and on the statement.