Statements, aging and vouchers
Print a detailed account statement
List every movement of one account for a period, with its opening balance, running balance and closing balance, and filter by payment method or user.
2 min readLast updated
In this article
The detailed account statement is the report you open when someone asks "why is this account's balance what it is?". It works for any posting account: a cash box, a bank, an expense, a partner's current account.
Steps
Open Reports & Analytics › Accounting Reports › Accounting Detailed Account Statement. The page title is Account statement.
In Account ID, search for and choose the account. It is required; until you choose it the screen shows Choose an account and date range, then Apply.
Set the period in From and To.
Optional: narrow the list with the filters below.
Select Apply.
You can also open this statement directly by selecting a row in the trial balance or the general ledger. The account and dates are then filled in for you.
Optional filters
Filter | Use it to |
|---|---|
Payment method | Show only the movements paid by one method, such as cash or bank transfer. |
User | Show only the movements a given user recorded. |
The columns
Column | Meaning |
|---|---|
Date, Entry | When the movement was posted and its entry number. |
Category | The kind of transaction. |
Debit, Credit | The amount. |
Balance | The running balance, starting from the opening balance. |
Payment Method, Reference, Note, Created By | Where the movement came from and who recorded it. |
Under the table you find Opening Balance (debits minus credits before From) and Closing Balance (the balance after the last line). The same figures appear as tiles above the table.
How to read the balance
The balance is debit-positive. For an asset or expense account a positive balance is normal. For a liability or revenue account the normal balance is negative and shows in red.
Export
Export Excel and Export PDF produce the full statement with the opening and closing balances.
Common questions
Why is the opening balance not zero on 1 January? The opening balance includes every movement before From, including earlier years, unless the account was closed at year end. Balance-sheet accounts carry their balance forward.
Can I see a customer or supplier statement here? Yes, if you choose their account, but the customer statement and supplier statement find the account for you and produce a document you can send.