Many a times you may want to create and send statements to your customers reminding them of outstanding balances or to provide details on statement charges to a customer. QuickBooks offers two types of statements. Open transaction statement is the first type of statement. With this statement, customers can only find open transactions till the date of statement. Through this statement, your clients can view exactly how much they have to pay you. However, they won’t be able to find the history of payments/credits.
The “activity based” is the second type of statement. Through this statement, you can view your client’s activity over a period of time, together with payments and credits. With the following steps, you will learn to create an open transaction statement as well as a list of the clients’ activity over a period.
Steps to prepare an open transaction statement:
- Firstly, click on the Statements option on the Home page.
- Now choose a type of your statement (choose “All open transactions as of Statement Date” for this case) from “Select Statement Options” section. This statement displays open transactions till the date of statement.
- Next, choose “One Customer” located under “Select Customers”.
- Choose a customer from the drop-down menu after clicking the drop-down arrow.
- Click on “Preview” option to preview the statement.
- You can zoom in the statement by clicking the mouse. This statement displays how much clients owe you. The original invoice amount is displayed in the description and the outstanding amount is shown in the Amount column. You can create such statements when your clients want to see only outstanding amount without any details.
- Click on Close. That’s it.
Create a customer activity statement:
Now suppose if one of your customers claims that he/she sent a check that was not applied to his/her account. So, you can create a statement that will show his/her activity over a specific period of time. Follow the below steps to create such statement.
Such Activity-Based Statement displays all details regarding customer account transactions for the specific time period.
“Remember that this statement only shows account receivable transactions including invoices, statement charges, credit memos, and payments. It doesn’t display cash transactions or sales receipts.”
You can create this statement when your customer wants to see complete details on outstanding balances.
- Choose “Statement Period From” located in the “Select Statement Options”.
- Now you need to enter the starting and closing date to create the statements for a specific range of date. Like September 1st, 2017 to September 31, 2018.
- Choose client’s name in “Select Customers” section.
- Click on “Preview” to preview your statement.
- You can zoom in by clicking the mouse.
- Click on “Close”.
- Suppose your customer examines the statement but not able to find invoice you sent previously, so he wishes to view the details on invoices. For this, choose the box located besides “Show invoice item details on statements” option. This will enable the customer to see details of the invoices.
- Click on “Preview.”
- To zoom in, click mouse on the statement. The statement now displays every line item on each invoice.
If you have issues creating customer statements or facing any other tech glitches, then contact QuickBooks tech support service for help.