We have a video guide on how to generate customer statements for your account customers - 🎬 Generating Customer Account Statements
For email statements to work, make sure setup has been done. Click HERE for details on doing that.
Customer Statements - Printing, and Emailing Statements
This guide covers the operational side of statements: how to safely generate them, how to handle bulk vs. individual requests, and how to manage email outputs and attachments.
The Pre-Run Safety Check (Preview Mode)
Before running your statements, you will want to make sure your billing is up to date.
Then, before finalising any statements, you should perform a "trial run".
Once statements are saved, transactions are locked/aged and cannot be easily edited.
From the main screen of Retailer, click in the top menu to go to Customers → Customer Statements.
CRITICAL: Untick the box labelled Save Statements (this may be labelled Age in older versions).
Click Preview/Print.
Why do this? If "Save" is unticked, the system will not progress the billing period. This allows you to review the PDF, find errors, and fix them in the Customer Screen or POS before doing the "real" run and locking things in.
Processing a Bulk Statement Run
Email statements and print statements will only print/email the statements linked to each method.
When you are ready to finalise the month and send the documents:
From the main screen of Retailer, click in the top menu to go to Customers → Customer Statements.
In Options, select between:
Print Statements - Generates statements that can be printed.
E-Mail Statements - Sends statements by e-mail.
Direct Mail Solutions Statements - Sends statements by e-mail to Direct Mail Solutions who then print and send the statements on your behalf. Click HERE for more information on Direct Mail Solutions.
Show Coloured Bands on Statements - if enabled, highlights every second item on the statement for easier reading.
Date Selection: Ensure the Finish Date is correct.
Newsagencies: This should typically be the most recent Sunday to ensure clean weekly billing. Any Customer Billing already run will appear on the statement regardless of dates.
Filtering Options:
- Customer Range: Tick the Select Customer Range box, and use the From Customer # and To Customer # boxes to target a specific range of customers.
Aging Types: Select the Aging types of customers that you want to include. Most businesses stick to one type, so there is generally no need to deselect any type unless you have a particular statement schedule for different types.
Account Category: Select a category from the grid. To select multiple categories, hold the [Ctrl] key while clicking.
Messaging: Enter up to 3 lines of Comments to appear at the bottom of the statement.
Execution:
Ensure Save Statements is now Ticked.
Click Preview/Print (for paper), Email (to send directly), or Direct Mail (for third-party services).
Visual Indicators during Processing:
The PDF Icon: A PDF icon will appear next to each customer as their statement is generated. Wait for this icon to appear before attempting to print or send to ensure the entire file is ready.
Age Email Statements without sending
You may want to do this because the statements were rolled back to fix something, and you want to redo them without resending the statements.
First disable your email and then delete the pending emails before re-enabling the email.
- Go to Setup → Mail Queue and remove your email account settings
- Process your email statements as normal - they'll enter the Mail Queue Manager, but won't send
- Right-click to delete the customer statement emails from the Mail Queue before reinstating your email account.
- Go back to Setup → Mail Queue and add your email back in.
This way, the statements get aged in the system without customers receiving the actual emails.
Email Customisation & Attachments
Email settings can be terminal-specific, allowing different computers to have different messaging if required.
To change/set the email messages, click HERE for details.
Attaching Files (Flyers/Newsletters)
To include a secondary PDF (like a marketing flyer) or other file with every emailed statement:
From the main screen of Retailer, click on Customers → Customer Statements and then click the Setup button in the top left of the window.
The Path setting under PDF Location, relates to where PDF statements are saved. Leave this setting unless you have a specific reason to change it.
Under Attachment Location, click the Folder/Search button.
Navigate to your PDF, select it, and click Open.
Click Save and Close.
Note: Ensure the attachment is a PDF and keep file sizes small to avoid email delivery issues.
Individual Statements & One-Offs
If a customer requests a snapshot of their current balance mid-month:
Go to the Customer Screen, then search for the customer.
On the Transaction Menu (click the Menu button if this doesn't appear), click the Customer Statement button. Leave it on Current Statement and make sure Save Statements is not ticked.
Choose Print or Email.
Important Logic: Running a statement from this screen provides a snapshot of "work in progress." It will not age the account, lock transactions, or update the "Last Statement Date."
Statement number and barcode information
The Statement Number/Reference and barcode on a customer's statement can be scanned or manually entered in the Point of Sale screen to initiate payment for that statement.
An example of a statement number is SN00 0123 0804 2025
A breakdown of what these numbers mean:
- SN00 - To identify the following code as a statement number
- 0123 - The customer number portion
- 0804 - The day and month portion
- 2025 - The year portion
So a statement number of SN00 0123 0804 2025 is a reference for a statement number for customer 123 that was generated for the 8th of May, 2025.
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