Customer statements

A statement lists invoices, credits and payments recorded for a customer. Brightpearl provides an activity type statement and an outstanding items statement, as well as foreign currency statements and the ability to customize the document. These documents can be viewed, printed or emailed as a pdf attachment.

There are two types of statement:

  • The activity statement is a list of all activity that has been recorded on the customer's account between two dates. It will list all paid and unpaid invoices.
  • The outstanding statement is a list of all unpaid invoices, unclaimed credits and on-account payments outstanding on the customer's account up until a particular date. Any fully paid items will not be listed.

Activity statement (all items)

The activity statement will provide full details of all activity on the customer account between two selected dates. This includes all invoices, credits and payments and what those payments were allocated against. Any outstanding balance dated prior to the chosen statement period will be shown as a brought forward balance at the top of the statement. All the information is displayed in chronological order so that it is possible to see what happened on the account throughout the period.

This is an example of an activity statement for a single month. The same account can be seen in its outstanding statement format below.

Outstanding items statement

The outstanding statement provides details of all those items outstanding as at the selected date. This type of statement provides the due balance of each item, the overall account balance owed plus an aged debt breakdown.

This is an example of an outstanding items statement as at the end of December. The same account can be seen in the activity statement format above.

Foreign currency customer statements

Before multi-currency activation: All transactions are converted to base currency and all statements are generated in base currency. Where an invoice was generated against a foreign currency order, the foreign currency value can be seen next to the base currency value held in Brightpearl accounting.

foreign curreny statement

After multi-currency activation: Brightpearl allows invoices and payments to be processed in multiple currencies. When producing customer statements, transactions are listed in the currency of the transaction. Each statement can only ever display items of a single currency so it is not possible a mixed currency statement.

Customers with account balances in multiple currencies

Where a customer account has balances in multiple currencies, a separate statement will need to be created for each currency held.

View, print or email customer statements

To produce a customer statement you will need a statement template, every Brightpearl account comes with a default design but all templates can be customized.

How to view, print or email a single customer statement

  1. Search for and open the customer record.
  2. In the financials information box on the right-hand side, click View/send statement.

    Note that these links are also seen in the contact mini tabs seen throughout Brightpearl, allowing you to easily view a statement at any time.

  3. In the pop-up window select your statement template.
  4. Select the output for the statement:

    Select Preview & print to display the statement on screen. The statement will open in a new tab ready for printing.

    Select Email to send the statement to the customer as a pdf attachment. When email is selected as the output a subject and message can be entered manually or using a QuickNote, these become the email content and may contain merge fields. Note that the contact's main email address or accounts email address will be used depending on the setting at Settings > Company > Accounting: Options.

  5. Select what information to show on the statements:

    Select Outstanding only to display only outstanding, unpaid items on the statement.

    Select All to display all activity, including paid items, on the statement.

  6. Depending on the statement type, select the dates:

    For the outstanding statement select a To date. All outstanding transactions for the customer will be selected up to and including this date.

    For all items, the activity statement, select a From date and To date. All transactions on and between these dates will be listed on the statement. Anything prior to the period will be shown as a brought forward balance.

  7. Select the currency. Only the customer's transactions in this currency will be listed on the statement.
  8. Click Preview or Send to finish.

Did you know?

This process can also be used for emailing letters and other documents as a pdf attachment. Simply select the letter or document template instead of a template and fill in the email content.

How to view, print or email multiple customer statements

  1. Go to Customers > Accounts receivable (or Aged debtors).
  2. Filter by currency (not required when operating single currency Brightpearl).
  3. Batch select customers. Emails can be sent in batches of up to 25 customers.
  4. Click Send statements.
  5. In the pop-up window select your statement template.
  6. Select the output for the statement:

    Select Preview & print to display the statement on screen. The statement will open in a new tab ready for printing.

    Select Email to send the statement to the customer as a pdf attachment. When email is selected as the output a subject and message can be entered manually or using a QuickNote. When batch emailing statements the subject and message must be generic as all customers will receive the same email. For this reason it is recommended that merge fields are used. Note that the contact's main email address or accounts email address will be used depending on the setting at Settings > Company > Accounting: Options.

  7. Select what information to show on the statements:

    Select Outstanding only to display only outstanding, unpaid items on the statement.

    Select All to display all activity, including paid items, on the statement.

  8. Depending on the statement type, select the dates:

    For the outstanding statement select a To date. All outstanding transactions for the customer will be selected up to and including this date.

    For all items, the activity statement, select a From date and To date. All transactions on and between these dates will be listed on the statement. Anything prior to the period will be shown as a brought forward balance.

  9. Select the currency. Only the transactions in this currency will be listed on the statements.
  10. Click Preview or Send to finish.

    email customer statement

Record last statement sent type & date

It can be useful to record the date and type of statement or dunning letter sent to a customer so that you know what to send next time. In Brightpearl this can be done using Contact Tags.

Tags can be assigned to customers from the Accounts Receivable / Aged Debtors report and then used to recall those customers at a later date.

Customizing statement templates

Statements are generated using a customizable template. You will have a default template in your account already but you can edit it or add more templates for your needs. This means you can create various designs and layout, or versions which include different levels of dunning letter. When you generate your statements you choose which template to use each time.

When creating a customer statement template you just need to include the _statementDetail_ widget. This is what generates the list of invoices, credits and payments on the document.

It is not possible to customize the columns used for the statement detail section, but when you generate the statements you will be able to choose what level of detail to include - all account activity with or without payment details, or just outstanding items only.

Including dunning letters with statements

A dunning letter is a letter sent is used to inform a customer that their account is overdue and they should make payment. Dunning letters are typically written with increasing severity, from a polite reminder to more demanding request for payment.

To include a letter with a statement it should be added within the statement template. Each different dunning letter will need to be a separate template, each also containing the statement template too. The two documents can be separated using page breaks within the templates.

Customizing statement emails

Statements can be emailed to a maximum of 25 customers in one go, but you will probably want the email subject and content to be unique for each individual email address, for example, using the receipients name. This can be achieved by using merge fields which work like mail merge pulling in the relevant customer details for each email. These merge fields are also used in Brightpearl Templates and QuickNotes. The merge fields relating to customer information can be used for writing statement emails:

General company details:

  • _myCompanyName_
  • %logo%
  • _myCompanyAddress_
  • _myCompanyEmail_
  • _myCompanyAccountsEmail_
  • _myCompanyTel_
  • _myCompanyVAT_
  • _myCompanyBank_
  • _myCompanyNum_
  • _staffName_
  • _date_

Customer details:

  • _contactID_
  • _contactSalutation_
  • _contactName_
  • _contactFirstName_
  • _contactLastName_
  • _contactCompany_
  • _contactPhone_
  • _contactTel2_
  • _contactFax_
  • _contactEmail_
  • _contactAddress_
  • _contactVAT_
  • _contactCode_
  • _contactEbayAlias_
  • _contactCreditDays_
  • _contactCreditTermsType_
  • _contactCreditLimit_
  • Customer custom fields

FAQs

Which email address will customer statements be sent to?

The contact's main email address or accounts email address will be used depending on the setting at Settings > Company > Accounting: Options.

Why isn’t the statement showing any transactions when the customer has a balance?

After multi-currency activation: Ensure that the customer account balance and transactions are in the same currency and that this is the currency selected when creating the statement. Statements will only show transactions of the same currency and will exclude any transactions in other currencies than selected.

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