Tag: statements report

  • Generating Statements for Accounts Receivable Insight

    Generating Statements for Accounts Receivable Insight

    The Accounts Receivables Statements Report allows you to produce different statement layouts.

    The Accounts Receivables Statements Report in SapphireOne allows you to produce a range of professional statement layouts for client communication and debt management.

    This article forms part of our Accounts Receivables Report Tutorials and focuses on the fourth reporting option available in SapphireOne: the Statements Report.

    Accounts Receivables Reporting Overview

    SapphireOne provides six Accounts Receivables reporting options, each designed to support different operational and financial requirements:

    1. Details
    2. Balances
    3. Transactions
    4. Statements
    5. Show Reports
    6. Dashboards

    In our previous tutorials, we covered the Client Details, Balances, and Transactions reports. This post explains when and how to use the Statements Report to ensure you are getting the most value from SapphireOne’s reporting capabilities.

    The Statements Report

    The Accounts Receivables Statements Report enables you to generate client-facing statements that clearly present outstanding balances and transaction history. This report is particularly effective for debt collection, as it allows you to provide clients with a clear view of what is currently owing.

    When the Statements Report is selected, a print dialog window is displayed, allowing you to define the layout, format, and client selection before printing or exporting.

    There are six different types of Accounts Receivables reporting options available within SapphireOne, including the Statements Report.

    Statement Report Types

    When Printer is selected from the Print Destination drop-down menu, the Statements Report Type menu gives you the ability to report on 12 different Statement Report types.

    When Printer is selected from the Print Destination drop-down menu, the Report Type menu provides 12 different Statement Report formats, allowing you to tailor the statement to your business and client requirements:

    • Plain Paper – Prints a statement on blank paper using Laser or ImageWriter printers, including all lines and graphics.
    • Pre-Printed – Designed for use with pre-printed stationery where lines and graphics already exist.
    • Wide Statement – Prints a landscape-format statement on blank paper.
    • Direct – Used for serial printers. Layouts are defined in Utilities > Controls > Direct Print Layouts.
    • Condensed – Produces a compressed statement suitable for filing, containing the same data as a standard statement.
    • FX Condensed – Generates a condensed statement in foreign currency.
    • Plain Paper with Bank Detail – Prints a portrait-format statement including the client’s bank details.
    • Wide Statement with Bank Detail – A two-section landscape report with a detailed statement on the left and a remittance section on the right, allowing the payment amount to be entered and returned.
    • As at Period Statement – Prints statements based on a specified accounting period.
    • As at Date Statement – Prints statements based on a user-entered date.
    • Custom Statement 1 – Uses a custom statement layout configured in Utilities > Controls > Custom Report Layouts.
    • Custom Statement 2 – Uses an alternative custom statement layout configured in Utilities > Controls > Custom Report Layouts.

    Report Selection Options

    The ‘Report Selection’ drop-down menu also allows you to select which clients Statement Report data you would like to report on, allowing you to get more granular and specific with your reporting capabilities.

    The Report Selection drop-down menu allows you to control which client records are included in the statement run:

    • Balances Only – Prints statements only for clients with a non-zero balance (default option).
    • Balances > $5.00 – Prints statements only for clients owing $5.00 or more.
    • All Records – Prints statements for all clients, including those with a zero balance.
    • Parents Only – Prints statements only for parent clients with outstanding balances.
    • Parents Only Exclude Children Transactions – Prints statements for parent clients only, excluding child transaction details.
    • Balances Only Exclude Children – Prints statements for all clients except those recognised as child accounts.

    These options allow for precise control over statement distribution, ensuring statements are generated only for the intended recipients.

    Printing and Output

    Once your report type and selection criteria have been defined, selecting Print allows you to:

    • Open the statement as a PDF, or
    • Print the statement directly from SapphireOne

    In the final post of our Accounts Receivables Reporting Tutorials, we will cover the remaining two reporting options: Show Reports and Dashboards.

    For more information on Accounts Receivables Reports, or to find out how you can get the most out of your SapphireOne application, please contact us or book a call with a member of our Support Team. We are always here to help!