Statements

Overview

Here you will learn how to create, print and email customer/student statements that show all activities for any given period.

Customer Statements

Generate bulk statements or one for each customer.
To generate customer statements:
  1. Go to Sales and click Statements.
  2. Click Create.
  3. Set a date range in the From and To fields.
  4. In the Type of Statement field, select Sales.
  5. If required, set additional filters:
  • Balance
  • Grade
  • Class
  • Select students with "Inactive status only"
  • Don't generate statements without email addresses
6. Click Show list.
7. Clear the checkboxes for the customers to remove them from the statement creation list.
8. Click Generate statements.

Supplier Statement

Generate bulk statements or one for each supplier.
To generate supplier statements:
  1. Go to Purchases and click Statements.
  2. Click Create.
  3. Set a date range in the From and To fields.
  4. In the Type of Statement field, select Purchases.
  5. If required, set additional filters:
  • Balance
  • Grade
  • Class
  • Select students with "Inactive status only"
  • Don't generate statements without email addresses
6. Click Show list.
7. Clear the checkboxes for the suppliers to remove them from the statement creation list.
8. Click Generate statements.

Emailing Statements

From the Statements list, you can email one or several statements.
To email multiple statements:
  1. Go to Sales or Purchases.
  2. Select Statements.
  3. Press Ctrl on your keyboard and click all the statements you want to email. You can also click Ctrl+A to select them all.
  4. Click Email.
  5. Make sure the email address is correct. If you selected several statements, check emails for each statement.
  6. Enter the of your email.
  7. Click Send.

Printing Statements

From the Statements list, you can print one or several statements.
To print a statement:
  1. Go to Sales or Purchases.
  2. Select Statement.
  3. Press Ctrl on your keyboard and click all the statements you want to email. You can also click Ctrl+A to select them all.
  4. Click Print.
  5. Specify the number of copies and click Print.

Auto Statements

You can generate and email statements automatically on the dates you want.
To set uo this feature:
1. Go to Statements → Settings.
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2. Select the Enable Automatic Statement Generation and Send Statements Automatically After Creation checkboxes.
3. Select the required Dates of Month To Generate and Email Statements. The statements will be generated on these dates and emailed automatically.
4. In the Statement Period, select Year (annual option) and put 1 before Year, to ensure that a full financial history shows from the start of the year on the parents' statements.
5. If required, enter the required amount in the Minimum Outstanding Balance field.
6. Click Save and close.
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Once you do the above, the statements will get automatically generated and will be emailed on the dates that you have specified in the above form.