How to Create a Customer Statement in QuickBooks
Posted on July 28, 2014 by Tom Dahm
Sometimes you want to send statements to customers to remind them of overdue balances or to list statement charges a customer owes. There are two types of statements in QuickBooks. The first is called an open transaction statement. This shows only open transactions as of the statement date. This way, a customer knows exactly how much they owe you but doesn’t see the history of payments and credits.
The second type of statement is called “activity based.” This shows you the customer’s activity over a period of time, including payments and credits. In the following practice exercise, you prepare an open transaction statement and a list of the customer’s activity over a period of time.
Customer statements—Process an open transaction statement
From the Home page, click the Statements icon.
In the Select Statement Options section, select a type of statement, in this case, All open transactions as of Statement Date. This statement shows only open transactions as of a specific date.
Under the Select Customers section, select One Customer.
Click the drop-down arrow and select Brian Cook.
Click the mouse to zoom in. This statement shows only what the customer owes you. The description shows the original invoice amount, and the Amount column shows the unpaid portion of the invoice. Prepare this type of statement if your customer only wants to see outstanding balances without the detail.
Customer statements—Process a customer activity statement
Brian Cook claims he sent a check that wasn’t applied to his account. Prepare a statement that shows his activity over a date range. In the Select Statement Options section, select Statement Period From.
Enter a date of November 1st, 2015 to November 30, 2018.
In the Select Customers section, select Brian Cook.
Click the Preview button.
Click the mouse to zoom in. An Activity-Based Statement shows all customer account transactions during the time period. Note that it only shows accounts receivable transactions that include invoices, payments, statement charges, and credit memos. It does not show sales receipts or cash transactions. Prepare this type of statement if your customer wants to see the transactions that make up their outstanding balance. This statement also shows the aging periods.
Brian Cook reviews his statement but can’t find the invoice you sent earlier, so he wants to see the detail of each invoice. Select the box next to Show invoice item details on statements.
Click the mouse to zoom in. Now the statement shows each line item on every invoice. Use this if your customer needs to see the invoice detail as a reminder.