Customer statement of accounts

Table of Contents:

• What is the customer statement?
• Benefits of customer statements
• How are customer statements created?
• How can admin users access customer statements
• How can fieldworkers access customer statements
• How to print statements on OctopusPro
• What kind of details can users see in the customer statement

What is the customer statement?

The customer statement is a document that accurately provides significant information about the current status of the invoice. It informs the customers of all outstanding payments or partially paid bills, during a specified time period. 

Benefits of customer statements

• Encouraging your customers to pay on time, customer statements serve as a record of sales for a company and its customers. It establishes a client’s responsibility to pay you for services rendered.
• Provide clients a document outlining the payment conditions and the statement due date with an itemized summary of the services delivered.
• The customer statement serves as a record of the amount a customer agreed to pay you for your services.
• Customer statements assist you in determining the typical amount of time it takes you to get paid from your customers, which can aid in cash flow management.

How are customer statements created?

Customer statements are created automatically once an invoice has been created and not yet paid or has been partially paid. The invoice statements appear on the customer’s list page and can be accessed by admin users and fieldworkers if they have permission to access them.

How can admin users access customer statements?

• To view the customer statements on the customer’s list page, from the admin web view, go to Customers > All Customers from the side menu bar on the left of the page.

• You can select the customer you want, Click on “Actions” button, and select “View Statement”. 

Alternatively,

• To preview the invoice statements from the customer profile, from the admin web view, click on Customers > All customers from the side menu bar on the left of the page. 

• Select the customer you want, Click on the Actions button, and select “View customer profile”.

• You will be redirected to the customer’s profile, from the top right of the page click on the Actions button and select “View statement”. The statement will then pop up

How can fieldworkers access customer statements?

Fieldworkers must have permission to access the customer list. Admin users are responsible for giving fieldworkers permissions so they can access customer invoices.

• To view the customer statement from the customer list. From the fieldworker web view, click on Customer > All customers from the side menu bar on the left of the page.

• Select the customer you desire, click on ‘Actions’ button, and select “View Statement”.

Alternatively,

• To view customer statements from the customer profile. From fieldworker web view, go to Customers > All customers
• Select the customer you want, and click on ‘Actions’ button
• A pop-up menu will appear select “View customer profile”

• You will be redirected to the customer’s profile, from the top right of the page click on Actions > View statement. The statement will then pop up

How to print statements on OctopusPro

From the admin web view, go to Customers > All Customers from the side menu on the left of the page. 

• Select the desired customer, Click on Actions button a pop-up menu will appear select “View Statement” 

When the statement is viewed, click on Print PDF on the top left, then you can save it.

What kind of details can users see in the customer statement

It views the exact date and time of the issue, and the customer details including their name, address, phone number, mobile number, and email address. It also views the details of the invoice, which include: 

1. Date: Refers to the date when the invoice was created/updated in the system, it varies from one invoice to another.
2. Invoice No: This is the number of the invoice which is used as a reference for each invoice, it usually comes in the form of “INV-number”. For example INV-1, INV-2…etc. To view it, go to the invoices list or the invoice view page. This number is auto-generated.
3. Reference: This is the booking number related to each booking in the system, it usually comes in the form of “BOK-number” like BOK-1, BOK-2… etc. You can see the booking number in the booking lists and booking view, this booking number is auto-generated. 
4. Due Date: It shows the last day of the delayed payment when the customer needs to pay the invoice, it can be a default value set by the admin users, or it can be set on the customer and the invoice level. For more information on the Invoice Due Date click here. 
5. Invoice amount: This is the amount of money that your customer is obligated to pay for the offered services. 
6. Payment: This column displays the payments made by the client so far this month. 
7. Balance: The money that the client has yet to pay is referred to as the balance owing.

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