How to read and send a customer statement

A customer statement is a one-page summary of a single customer's account. It answers what they owe and how that figure was calculated. It is not a bill and does not demand new money. It simply reports the documents that already exist in your system.

1. Choose the Customer. The screen stays empty until you do.
2. Set From and To. From defaults to the first of January this year and To to today.
3. Read Balance due first. It is the closing balance and turns red when the customer owes you money.
4. Read the Account activity table top to bottom. Invoices and refunds are debits. Payments and credit notes are credits.
5. Read Outstanding invoices last. It lists each unpaid invoice with its number, date, due date, total, and remaining balance.

1. Press Preview to see the printed layout before anything leaves your computer.
2. Press Export PDF. The file is saved to Documents, Orbit Finance.
3. Attach the PDF to an email or WhatsApp message yourself.
4. Send the statement, not a screenshot. The PDF carries your company details and the date range.

1. Widen the date range. Set From to a date before you ever traded with them.
2. Compare document by document. Ask for the specific invoice number or payment date they are querying.
3. If they say they paid and you have no Credit row, record the receipt in Payments.
4. If they were billed twice, cancel the wrong invoice with a credit note from Credit Notes, never by deleting the invoice.
5. If the amount is wrong, fix it in Invoices or raise a credit note.

Debit increases what a customer owes, while credit reduces it. The running balance recalculates after each row. Written off invoices drop out of Outstanding invoices because you have accepted they will not be paid.