What this page is for
A customer's statement lists every charge, credit note and payment received on their house account between two dates, with the balance after each line, an opening balance and a closing balance. An allocation and an allocation reversal are shown underneath the line they belong to, in a lighter colour, and do not change the balance themselves: the charge or credit note they settle already carries the figure.
A payment with money not yet applied to anything shows how much is still unallocated; a credit note not yet used shows how much of it is still open. The ageing of what remains open, by the same buckets as Debtors ageing, appears at the end.
Opening a customer's statement is recorded against your name, because it carries the customer's own details.
Everyone whose role can view customers can see a statement for a customer whose role can export; recording a payment and acting on a line need a role that can operate on customers.
How to…
How to choose the period
Set From and To, then press Show statement.
How to record a payment
Press Record a payment. See Record a payment.
How to allocate a payment that still has money unallocated
Press Allocate beside it. See Allocate a payment.
How to offset a credit note against what is owed
Press Offset beside it, and confirm. The credit note's remaining value is applied to the customer's open charges, oldest due date first.
How to reverse an allocation
Press Reverse beside it, give the reason, and confirm. The charge it had settled reopens, and the money goes back to the payment or credit note it came from; the reversal is shown on the statement beside the original allocation.
Worked examples
Restaurant and bar
The Acacia Grill & Bar opens Coastal Logistics Ltd's statement for the month, sees a payment with KES 5,000 (Kenyan shillings) still unallocated after covering the oldest invoices, and presses Allocate to apply it to the next one by hand rather than leaving it sitting on the account.
Supermarket
Tumaini Supermarket issues a credit note for a return, then presses Offset so it clears the customer's oldest open charge straight away instead of sitting unused until the next sale.