How to Create Customer Statements in QuickBooks 2019
Watch QuickBooks 2019 video tutorial. In this lesson, we will discuss how to create customer statements. It’s the summary of what happened during the month and what the customer owes.
We’re all the way down to section eight now. I wanted to talk to you a little bit about creating statements for your customers in QuickBooks.
Statements basically go out at the end of the month. It’s just a gentle reminder for your customer of everything that happened that month and if they owe you some money, then they would see that listed as well.
Not all businesses will send out statements. It’s really an optional thing, but it is really a good little practice to get into, especially if your customer owes you money.
Let me go ahead and show you how to create statements for your customers.
You can send out your statements at any time during the month, but typically they’re sent at the end of the month. You’re going to go right here where it says; Statements, to get into the statement options.
Now, like I just mentioned, typically these are sent at the end of the month. So, let’s go ahead and make this the statement date of December 31st and we’ll make the statement period from the beginning of December, through the end of December.
That way, you get the whole months’ worth of information in there. Notice, if you’d rather you can just send out a statement that has all the open transactions as of the statement date using this option.
You do have some options when selecting your customers. Typically, you’ll want to send one to all of your customers, but it could be that you have certain ones you want to send to.
If that’s the case, click Multiple Customers. Choose and just go down the list, pick the ones you’d like. You can also just send to one customer where you choose your customer from the list.
You have an option also to send to customers of a particular type. So that means, if you wanted to send to just the residential customers, you could in this particular case. Or, if they have a preferred send method, like email or mail, you could pick from this list.
But like I said, typically, you’ll send to all, possibly multiple or occasionally. You’ll just pick one customer to send to. We’ll go ahead in this case, and send it to Tom Allen and his Sunroom.
Now, over here you’re going to have some options as far as the template itself is concerned. You have the ability to customize what the template looks like. That’s where you go right here! Where it says, Customize. You can send one per customer or one per job.
There are also some options here. As far as would you like to send a statement to your customers by zip code. Would you like to actually print the due date on your transactions? Also, you’ve got some options for things like, if the customer doesn’t owe you anything. Do you still want to send them a statement, or maybe if they owe you less than $5.00 do you still want to send one? Those options allow you to do over here.
You can also assess finance charges. What will happen here, is you’d first have to set up the preferences in QuickBooks, so it knows at what rate and how you want these finance charges assessed. But, if that is set up, click here! Then, it will recognize anyone who is overdue and it will create a separate invoice which has just the finance charge on it.
I want to go over here and just preview Tom Allen’s. See what it looks like!
You can see that the statement says; “Statement”, in the top right. It’s got all of the company’s information. It also has the amount due, right here! It’s going to list in the body of the statement.
The balance from the last month, anything that was invoiced, anything that was paid, if there was a credit memo, anything that happened that month.
And at the bottom, you’ll be able to see how much of that is currently in the 1 to 30-day category, and so on and so forth, all the way across.
I’m going to go ahead and hit Close and that’s really all there is to sending statements.
Let’s go ahead and wrap up module four and talk about Income Tracker.
Cindy McGuckin
Cindy McGuckin is an IT trainer with over 20 years of experience. Cindy currently manages the IT Training Department at Trident Technical College, she's a Member of the Association of IT Professionals, Charleston, SC chapter and the Treasurer of the South Carolina Association of Continuing Higher Education. Cindy is a Microsoft Office and QuickBooks expert and her online courses have received hundreds of 5-star reviews. Her no-nonsense approach to teaching complicated topics makes her classes engaging and interesting.
