Task 3: Send customer statements

Most businesses send statements to customers who have outstanding balances at the end of each month. You can either print out and send these statements through the mail or send them via email.

To print a customer statement

1	Go to the Sales command centre and click Print/Email Statements. The Review Statements Before Delivery window appears.

2	Click the To Be Printed tab.

3	In the Statement Type field, select the type of statement you want to print.

n	Invoice statements lists all open invoices up to and including the date you specify.

n	Activity statements lists all sales invoices, payments, and orders with a customer deposit for the period of time you specify. Activity statements include a running account balance.

4	Specify the statement period to be printed:

n	If you selected Invoice as the statement type, enter a date to include invoice statements outstanding on that date.

n	If you selected Activity as the statement type, enter the statement period in the From and to fields.

5	Type the number of statements you want to print per customer in the Print field.

6	Click Advanced Filters to filter and customise the information to be displayed in the customer statement. See Advanced filters for more information.

7	Mark the select column () next to the name of each customer you want to print statements for.

8	Click Print.

To email a customer statement

1	Go to the Sales command centre and click Print/Email Statements. The Review Statements Before Delivery window appears.

2	Click the To Be Emailed tab.

3	In the Statement Type field, select the type of statement you want to email.

n	Invoice statements lists all open invoices up to and including the date you specify.

n	Activity statements lists all sales invoices, payments, and orders with a customer deposit for a period of time. Activity statements include a running account balance.

4	Specify the statement period to be included.

n	If you selected Invoice as the statement type, enter a date to include invoice statements outstanding on that date.

n	If you selected Activity as the statement type, enter the statement period in the From and to fields.

5	Mark the select column () next to next to the name of each customer you want to email statements to.

6	If you want to change a customer’s email address, highlight their name and select an address from the Email Address list (). Alternatively, type the email address in the Email Address field.

7	Type the subject title and message of the email or accept the default subject and message. If you want to change the default message, click Email Defaults and make the changes as appropriate.

8	Click Advanced Filters to filter and customise the information to be displayed in the customer statement. See ‘Advanced filters’ on page 245 for more information.

9	Click Send Email.