Overview

Customer Outstanding Statements and Activity Statements are useful when dealing with inquiries or disputes from your customer regarding what they owe or have paid. This article shows you how to email these statements (or save the PDFs) one at a time.  To do this in bulk, see the Mass Email Customer Statements article. The Outstanding Statement shows outstanding invoices a customer has and their current balance. The Activity Statement shows any Billing, Credit Memo, Cash Receipt, Cash Receipt Adjustment, Sola Convenience Fees, or Alternate Payor Reference (if applicable) for a customer within a specific date range. This is typically generated as an inception-to-date report.

In this article:

• One-time configuration
• Email an Activity Statement
• Email an Outstanding Statement

One-time Configuration

1. From Setup > Object Manager > Accounts > Page Layouts, either assign the Account (Accounting) layout or choose your page layout and Lightning record page and add the "Create Statement" button to it.
2. From the App launcher > PDF Formats, find and customize the Activity and Outstanding PDF Formats with your company's logo and other updates.  Then set this default on your Ledger or Account. Review the Configure Standard PDF Formats article for more details.
3. Review and update the email templates if needed. Setup > Classic Email Templates > select Accounting Seed Email Templates.  Edit the Activity Statement Email Template and the Outstanding Statement Email Template as needed.  If you clone the email templates, make sure you update the Default Email Template field on the Activity and Outstanding PDF Formats as well.
4. Setup Related Contacts on your Accounts so that they automatically populate their email addresses on the two statement tabs.
5. Optional: Set up an Organization-wide email address to select to send the statement from this address instead of the user's email address.  Review the Configure Standard PDF Formats article for more information on this.

Email an Activity Statement

1. Navigate to Accounting Home and click the Setup tab. Then, under the Master menu, click Accounts.
2. Select a list view (other than the Recently Viewed list view).
3. Select the desired Customer's Account.
4. Click Create Statement.
5. Select the Activity Statement tab.
   
   
   

1. 1. The Ledger defaults to what is set up in the Default Ledger. If Multi-company is enabled, then you can select a Ledger from the picklist other than the default.  If you select a different Ledger, the Currency and the PDF Format fields automatically update to match the selected Ledger. Additionally, the PDF Preview at the bottom of the page updates to reflect the selected change. If the Ledger field is changed, the Currency and PDF Format fields automatically update.
   2. The Include Alternate Payor checkbox defaults to checked to allow the statement to include activity for Billing(s) paid by an Account other than the primary Customer Account (like a parent Account). The Activity Statement includes applied Cash Receipts and Credit Memos from Alternate Payors as well. A Cash Receipt or Credit Memo that has been applied from an Alternate Payor displays with an asterisk to differentiate it from one that was applied by the primary Customer Account. Additionally, the Activity Statement reflects the Applied Date of any Adjustments recorded on the Billing Cash Receipt.
   3. The Currency field initially defaults to the Account's currency if the Activity Statement PDF format field is populated on the Account. If the Activity Statement PDF format field on the Account is not populated, then the Currency picklist defaults to the currency assigned to the default Ledger (or the active Ledger if Accounting Seed’s Multi-Company Ledger Manager App feature is used). If multi-currency is enabled, then you can select a currency other than the default. 
   4. The Billing Contact field defaults from the Primary Contact (AcctSeed__Billing_Contact__c) field on the Account.
   5. The Activity Statement Format field defaults to the same PDF value that is on the Customer Account or you can search for and assign another. If it is not assigned on the Account, this is defaulted from the Ledger.
   6. The Statement Period: The Billing End Date defaults to today's date and the Billing Start Date defaults to 60 days before the Billing End Date. 
   7. Send to Contact auto-populates from the Primary Contact (AcctSeed__Billing_Contact__c) field on the Account. This contact must also have an email address without which the statement cannot be emailed. 
   8. Enter any CC Addresses.  Email addresses auto-populate based on the relationships that have been added as Related Contacts on the Account. For Salesforce Classic, this auto-populates based upon the Contact Roles related to this Account.
   9. Review and edit the Subject and Body of the email. 
   10. Add Attachments if necessary by clicking the Attach file button. Up to five attachments can be added.
2. Scroll down to review the Billing Activity Statement PDF Preview.
3. When you are ready to send the email, click the Send Email button (this also saves the PDF as an attachment to the Files related list on the Account record).  To simply save the PDF on the Account's Notes and Files, click the Save PDF button.
   
   
   

Email an Outstanding Statement

1. Navigate to Accounting Home and click the Setup tab. Then, under the Master menu, click Accounts.
2. Select a list view (other than the Recently Viewed list view) and select the desired Customer's Account.
3. Click Create Statement.
4. The Outstanding Statement tab is the default tab.
5. Fill out the required fields:
   1. The Ledger defaults to what is set up in the Default Ledger. If Multi-company is enabled, then you can select a Ledger from the picklist other than the default.  If you select a different Ledger, the Currency and the PDF Format fields automatically update to match the selected Ledger. Additionally, the PDF Preview at the bottom of the page updates to reflect the selected change. If the Ledger field is changed, the Currency and PDF Format fields automatically update.
   2. The Currency field initially defaults to the Account's currency if the Activity Statement PDF format field is populated on the Account. If the Activity Statement PDF format field on the Account is not populated, then the Currency picklist defaults to the currency assigned to the default Ledger (or the active Ledger if Accounting Seed’s Multi-Company Ledger Manager App feature is used). If multi-currency is enabled, then you can select a currency other than the default. 
   3. The Generate Statement as of field defaults to today’s date. Select the date you want the statement generated for. The date in this field will display as the Statement Date on the PDF file.
   4. The Billing Contact field defaults from the Primary Contact (AcctSeed__Billing_Contact__c) field on the Account.
   5. The Outstanding Statement Format field defaults to the same PDF on the Account or you can search for and assign another. If it is not assigned on the Account, this is defaulted from the Ledger.
   6. Send to Contact auto-populates from the Primary Contact (AcctSeed__Billing_Contact__c) field on the Account. This contact must also have an email address without which the statement cannot be emailed. 
   7. Enter any CC Addresses.  Email addresses auto-populate based on the relationships that have been added as Related Contacts on the Account. For Salesforce Classic, this auto-populates based upon the Contact Roles related to this Account.
   8. Review and edit the Subject and Body of the email. 
   9. Add Attachments if necessary by clicking the Attach file button. Up to five attachments can be added.
6. Scroll down to review the Billing Outstanding Statement PDF Preview.
7. Once this is ready to be emailed, click the Send Email button.  To save the PDF on the Account's Notes and Files, click the Save PDF button.
   1. Once the action completes, an Activity is logged.

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