Customer and vendor statements

A statement is a summary of all transactions between you and a specific customer or vendor over a period. It shows every invoice, payment, credit note, and the running balance. Statements are useful for dealer-to-dealer accounts, wholesale customers, and any relationship where multiple transactions happen over time.

When to use statements

• Monthly account summaries — send a statement to a wholesale customer showing everything they bought and paid this month, plus what's still outstanding
• Collection follow-up — a statement is more professional than forwarding individual invoices when chasing overdue balances
• Vendor reconciliation — compare your records against what a distributor says you owe to catch discrepancies
• Year-end summaries — some customers and vendors want an annual statement for their own books

Generating a customer statement

1. Go to Accounting → Reporting → Partner Ledger.
2. Filter by the customer you want to generate a statement for.
3. Set the date range (this month, this quarter, or a custom range).
4. The report shows every transaction — invoices, payments, credit notes — with a running balance.
5. Export as PDF to email or print for the customer.

Generating a vendor statement

The same process works for vendors:

1. Go to Accounting → Reporting → Partner Ledger.
2. Filter by the vendor (e.g., Lipsey's).
3. The report shows all your bills and payments to that vendor.
4. Compare this against the vendor's own statement — if Lipsey's says you owe $4,200 and your records say $3,800, you've got a $400 discrepancy to investigate.

Sending statements to customers

After generating a statement:

1. Export as PDF.
2. Attach it to an email and send it to the customer. You can do this directly from CloudFFL OS or through your regular email.
3. Include a note like "Please review your account and remit any outstanding balance at your convenience."