# Billing Statement

### **Module Guide: Customer Statement of Account**

#### **Module Location**

#### Sales > Sales Invoice > Billing Statement

#### **Module Objective**

#### The **Customer Statement of Account** module is used to generate, print, and send a "Statement of Account" or billing letter to customers. This document summarizes a customer's total invoices, total payments, and the remaining outstanding balance as of a specific date. It is a primary communication tool for the collections process.

### **1. Main View (Customer Balance List)**

#### The main page of this module displays a list of all customers along with a summary of their receivable balances.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Wlbimage.png)

#### **View Explanation & Filters**

#### This page is the center for creating and sending statements of account.

- #### **Filters**:
    
    
    - #### **Customer**: Use this search bar to find a specific customer.
    - #### **As of**: This is a key date filter. Select a date to display the customer's receivable balance as of that date (e.g., August 5, 2025), then click **View**.
- #### **Customer List**: The table below displays a list of customers along with their financial summary.

#### **Column Explanation**

- #### **Customer Name**: The name of the customer.
- #### **Billing PIC**: The name and/or email of the contact person (Person-In-Charge) for billing matters.
- #### **Invoice Amount**: The total value of all invoices issued to the customer.
- #### **Paid Amount**: The total value of payments that have been received from the customer.

#### **Button Functions**

- #### **Print This Document**: To print the statement of account for a selected customer.
- #### **Export To MS Excel**: To download the customer balance list into an Excel format.
- #### **Send e-mail**: To send the statement of account via email to the selected customer's billing PIC.

### **2. Steps to Send a Statement of Account**

#### **Step 1: Set the Report Date**

#### Set the report date in the **As of** field and click **View** to display the current list of customer receivable balances. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/s92image.png)

#### **Step 2: Select Customer(s)**

#### Find and select one or more customers to whom you want to send a statement by checking the box in the leftmost column of the corresponding row(s).   
![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/dVgimage.png)

#### **Step 3: Print or Send Email**

#### After the customer(s) are selected, use the action buttons in the bottom-left section of the page:

- #### Click **Print This Document** to print a physical billing statement that is ready to be sent. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/r95image.png)
- #### Click **Send e-mail** to automatically send the billing statement to the email address listed in the **Billing PIC** column. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Irsimage.png)

### **Tips & Important Notes**

- #### This module is the primary tool for the **Collection** and **Accounts Receivable (AR)** teams to communicate with customers regarding outstanding balances.
- #### To ensure the **Send e-mail** feature functions correctly, make sure the **Billing PIC** data (including the email address) in the customer master data is correct and filled in.
- #### Sending a statement of account routinely (for example, at the beginning of each month) is a good practice to remind customers and maintain healthy **cash flow**.