Customer Statements¶

Email, print or download a Statement of Account that lists a customer's unpaid invoices, split into past due and not yet due, from the Customer Reports page.

Overview¶

One row per customer: Reports > Customer Reports lists every customer that has at least one invoice whose status is not Paid, with their balances and the result of the last statement email.
Email: the blue Email button on a row opens the Send statement to customer window. The statement is attached as a PDF or an Excel file, depending on the customer's Default Statement Format.
Print: opens the statement in a new browser tab, ready to print or save as PDF from your browser.
Excel: the green Excel button downloads the statement as an .xlsx file.
Delivery tracking: after each send, the row shows the Sent date and an OK or Failed! label in the Email column.
Balances only count unpaid invoices: every invoice whose status is not Paid is included. Amounts are the invoice total with taxes minus the payments recorded on it.

Manual vs automatic statements

This page covers statements you send yourself. To have statements emailed on a fixed weekday, see Automatic Statements. A manual send always goes out when you click Send, even if the customer's balance is zero. The automatic schedule only sends when the balance is greater than zero.

Quick Start¶

To email a statement:

Go to Reports > Customer Reports.
Find the customer and click the blue Email button on their row.
Check the To and Cc addresses, and add a Bcc if needed.
Check the format line at the bottom of the window (PDF or Excel icon).
Click Send. A notification confirms the result, and the row updates with today's Sent date and OK (or Failed!).

To print or download a statement:

Go to Reports > Customer Reports.
Click Print to open the statement in a new tab, or click the green Excel button to download the .xlsx file.

Access & Permissions¶

Role	Access
Admin	Full access: view Customer Reports, email, print and download statements
Manager	Same as Admin, but only when reports are enabled for managers on your account. Otherwise the Reports menu is not shown
Accountant	No access to the Reports menu, so cannot open Customer Reports
Dispatch	No access to the Reports menu
Customer, Garage, drivers	No access

Two permissions are involved:

Opening Customer Reports requires access to Reports (the same access that shows the Reports menu in the left navigation).
Sending a statement also requires permission to manage customers. Admins and Managers have it.

How to get there:

Left menu Reports > Customer Reports

Manager can't see Reports?

Whether Managers can see the Reports menu is an account-level option. Contact UTX support if your managers need it.

The Customer Reports Page¶

Choosing customers¶

At the top of the page, the Customer dropdown lets you pick one customer. Click Update Report to apply.

[ALL CUSTOMERS] (the default) shows every customer that has at least one invoice whose status is not Paid. Customers whose invoices are all Paid do not appear.
Picking a single customer shows only that customer, even if all their invoices are paid.
The list shows 30 customers per page. Active customers come first, then inactive ones, each sorted by name. Use the page links at the bottom to see more.

Columns¶

Column	What it shows
Status	A red label if the customer has at least one past due invoice, a green label if not
Name	Customer name. Inactive customers are shown in red
Orders	Number of orders for this customer
Invoices	Number of invoices for this customer, all statuses
Income	Total of all the customer's orders
Past Due	Unpaid balance of invoices whose due date is before today
Not Yet Due	Unpaid balance of invoices due today or later
Unpaid Invoices	Number of past due invoices (shown in a red label when above zero)
Sent date	Date of the last statement send, or - if none was recorded. A manual send only updates it when the email goes out. An automatic statement run also updates it, including a run that skipped a zero balance or failed
Email	Result of the last statement send: OK (green) or Failed! (red), empty if no statement was ever sent. Hover the label to see the message: Statement Delivered, Statement Not Sent (0.0$) (an automatic run skipped a zero balance, still shown as OK), or the error
Delivery Day / Next Date	Only when automatic statements are enabled. See Automatic Statements
(buttons)	Email, Print and the green Excel button

Unpaid means not Paid

An invoice counts as unpaid as long as its status is not Paid, whatever payments are recorded on it. Its amount is the invoice total with taxes minus the payments recorded. To remove an invoice from statements, set its status to Paid (see Sending Invoices & Recording Payments).

Emailing a Statement¶

The Send statement to customer window¶

Click the blue Email button on a customer's row. The Send statement to customer window opens. Starred (*) fields are required.

Field	Prefilled with	Notes
To *	The customer's Accountant Email	Required. You can enter several addresses separated by commas
Cc	The customer's Accountant Email (CC)	Optional. Several addresses allowed, separated by commas
Bcc	Empty	Optional. Several addresses allowed, separated by commas

Both prefilled addresses come from the customer's record. To change them for future sends, edit the customer (see Managing Customers).

Below the fields, the window reads The customer will receive the statement in [icon] format:

a red PDF icon means the statement is attached as a PDF
a green Excel icon means the statement is attached as an Excel (.xlsx) file

The format follows the customer's Default Statement Format. You cannot change it in this window.

Click Send to send, or Close to cancel. While the email is being sent, the row shows a wait indicator in place of the Email button. When it finishes, the row refreshes.

Notifications¶

Result	Notification	Row after send
Sent	Statement Sent! — The statement was sent successfully.	Sent date set to today, Email shows OK (hover: Statement Delivered)
Sending error	Sending Statement Failed! — The statement was not sent due to [error]. Please try again or contact the administrator.	Sent date unchanged, Email shows Failed! (hover shows the error)

Zero balance statements are still sent

A manual send does not check the balance. If the customer owes nothing, they still receive a statement showing zero amounts. Check the Past Due and Not Yet Due columns before you click Send.

The email the customer receives¶

Part	Content
Subject	`<Your company> Statement of Account as of <YYYY-MM-DD>`
Subject (multi-office)	`<Your company> Statement of Account as of <YYYY-MM-DD> - <Office name>`, where the office is the one you are currently working in
Attachment (PDF)	`Statement of account as of <YYYY-MM-DD>.pdf`
Attachment (Excel)	`Statement of account as of <YYYY-MM-DD>.xlsx`
Body	A Statement of Account for heading, a note that the attachment contains the current statement of the account as a PDF (or XLSX), Thank you!, and your company name

The date is the day the statement is sent. The email is sent through your invoice email settings.

Multi-office

When your account uses multiple offices, the emailed statement only includes the customer's invoices from the office you are currently working in, and the office name is added to the subject. Switch office before sending if you need another office's statement.

PDF vs Excel Format¶

Each customer has a Default Statement Format on their customer record (in the Rate to apply for new orders section of the customer form):

Option	What the customer receives
PDF Format (default)	The statement as a PDF attachment
Excel (.xlsx)	The statement as an Excel attachment

Go to Customers, find the customer and edit them.
Choose Default Statement Format.
Save the customer.

This setting only controls the emailed attachment. The Print and Excel buttons on Customer Reports are available for every customer.

What the Statement Contains¶

PDF and Print version¶

The Print page and the PDF attachment use the same layout.

Left side:

Customer Statement heading and the customer name.

A summary box Customer Statement as of :

Line	Amount
Past Due	Unpaid balance of invoices whose due date is before today
Not Yet Due	Unpaid balance of invoices due today or later
Total Billed	Unpaid balance of all invoices that are not Paid

A Detailed Summary with two tables, Past Due and Not Yet Due. Each lists Invoice (invoice number), Issue Date, Due Date and Amount (the remaining balance of that invoice).
A Total Billed line at the bottom.

All amounts are followed by the customer's Default Currency (CAD or USD).

Right side (your company block): your logo, address, city and province/state, postal code, Tel:, Fax:, website, and the line THANK YOU FOR YOUR BUSINESS!

Per-order detail

On accounts where detailed statements are enabled, each invoice in the detailed tables is followed by one line per order on it, showing the container number, the order reference number and the order total. This is an account-level option. Contact UTX support to turn it on or off.

Excel version¶

The Excel file has one sheet named Statement. The download from the green button is named <Customer name> Statement of Account as of <YYYY-MM-DD>.xlsx. The emailed attachment uses the name shown in the email table above.

Rows	Content
1–2	Invoice Statement, then the customer name
4	Invoice Statement as of
5	Past Due Invoices and the past due balance (column D), currency (column E)
6	Due Invoices and the not yet due balance
7	Total Billed and the total unpaid balance
9	Detailed Summary
10 onward	Past Due Invoices table with Invoice, Issue Date, Due Date, Amount columns
Next	Due Invoices table with the same columns
Last	Total Billed

Your company block (company name in capitals, address, city and province/state, postal code, Tel:, Fax:, website and THANK YOU FOR YOUR BUSINESS!) is in column H, rows 4 to 11. When detailed statements are enabled, per-order lines (container number, reference number, order total) appear under each invoice, as in the PDF.

Section names in the Excel file

In the Excel file, the Due Invoices section holds the invoices due today or later, the same invoices as the Not Yet Due section of the PDF. Past due invoices are under Past Due Invoices.

Print and Excel buttons are not filtered by office

The Print and Excel buttons, and the balance columns on the Customer Reports page, include all of the customer's unpaid invoices from every office. Only the emailed statement is limited to the current office on multi-office accounts.

FAQ / Troubleshooting¶

A customer is missing from Customer Reports¶

Solution

With [ALL CUSTOMERS] selected, only customers with at least one invoice that is not Paid are listed. If all of a customer's invoices are Paid, select the customer by name in the Customer dropdown and click Update Report. Also check the other pages of the list (30 customers per page).

The Email column shows Failed!¶

Solution

Hover the Failed! label to read the error. Check the addresses in To, Cc and Bcc, then send again. If the error is about the mail server or authentication, ask your administrator to check the invoice email settings in Application Settings.

The To field is empty when I open the window¶

Solution

To is prefilled from the customer's Accountant Email. If the customer has none, type the address in the window, or edit the customer and fill in Accountant Email (and Accountant Email (CC)) so it is prefilled next time.

The customer received Excel but wanted a PDF (or the reverse)¶

Solution

Edit the customer and change Default Statement Format to PDF Format or Excel (.xlsx), save, then send the statement again.

A paid invoice still appears on the statement¶

Solution

Statements include every invoice whose status is not Paid, even if payments cover the full amount. Set the invoice status to Paid (see Sending Invoices & Recording Payments).

Best Practices¶

Tips

Fill in Accountant Email, Accountant Email (CC) and Default Statement Format on each customer so statements go to the right people in the right format without retyping.
Mark invoices Paid as soon as payment is complete so statements only show what is really owed.
Check the Past Due and Not Yet Due columns before sending: a manual send goes out even when the balance is zero.
Use Print to preview the statement layout before emailing it (on multi-office accounts, remember the email only includes the current office's invoices).
For regular statements, set up Automatic Statements instead of sending each one by hand.