Producing Debtor Statements

Overview

A Debtor Statement is a consolidation of all the outstanding invoices for a particular client. It is an accounting function rather than a matter specific function.

It's a good idea to print and send these at the end of every month. 

By posting the statement you do ensure that the correct person will receive it at the client end - so in cases where you may have been dealing with a non-accounting contact at the client and they haven't passed the invoice to accounts, this will be addressed by the accounts dept.

If you have invoices which include more than one Client you are able to select Multi-participant Statements.

Using the Reports section to Produce the Statements

Reports > Accounting Reports > Debtor Statements

This will give the option to set the date of the statements and to just select clients who have outstanding balances as that date.

Once selected, clicking the submit button will give you a list of the available templates in the system for the print layout.

Make your selection, click next and print. Do not select the email option.

Printing a Statement from the Aged Receivables List

Accounting > Sales > Aged Receivables

This option gives the choice of printing all statements via a direct link to the "Statements Report" - which takes you to the debtor statements screen as above

Or, to print individual statements.

If printing individual statements first click the search button and specify the date you will be using for the statements

 

click on the select box beside the debtor you wish to print a statement for and select print statement. 

 select the required layout, click next and print. When selecting the individual option, you are able to email the statements too.

It is also possible to print a statement from the Aged Receivables within a matter. However, this will pick up all matters for the client.

Using the Debtor Activity Report to print a Statement.

Reports > Accounting > Debtor Activity Statement

This report allows the user to produce a historical transaction listing for a specified client. It doesn't specifically show which invoices are open, it gives a running balance within a date range.

The Debtor Activity report will also calculate any finance charges due.

Remember to reconcile your Bank accounts prior to running statements to prevent those calls where the funds may not yet have been applied at the statement date.