Send a customer a statement of account

When a customer asks what they owe, or before you chase a late payment, send them a statement. Rocket ERP finds the customer's receivable account for you and lists every movement on it.

Steps

1. Open Reports & Analytics › Customer Reports › Customer Statement.

2. In Customer ID, search for and choose the customer. It is required.

3. Set the period in From and To.

4. Optional: narrow the list by Payment method or User.

5. Select Apply.

You can also open a customer's statement from the aged receivables report by selecting their row.

What the statement shows

Each line is one movement on the customer's account: a sales invoice, a payment received, a return, a discount or a settlement. The columns are Date, Entry, Category, Debit, Credit, Balance, Payment Method, Reference, Note and Created By.

• An invoice is a Debit: it increases what the customer owes.

• A payment, a return or a discount is a Credit: it reduces it.

• Balance runs from the Opening Balance, so the last line equals the Closing Balance.

A positive balance means the customer owes you. A negative balance, in red, means you owe the customer, for example after an advance payment.

Send the statement

Select Export PDF. The PDF is a formal statement for the customer, not a copy of the screen. It carries your company letterhead, the customer's details, the period, the opening balance, every movement, the totals of debits and credits, the closing balance and, when something is outstanding, the amount by age as on the end date.

Use Export Excel when you need the figures for your own analysis.

Common questions

The screen says the customer's account was not found. The statement uses the customer's account in your current branch. Switch to the branch where the customer trades and run it again.

Why is there no entry for an invoice I just issued? Check the invoice date against the period and make sure the invoice is posted.