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In QuickBooks Pro 2010 Essential Training, author Bonnie Biafore shows how to most efficiently use this popular business accounting software to manage business finances. The course covers core QuickBooks features that business owners need to know, from recording typical bookkeeping transactions like bills and invoices, to reconciling accounts and managing company files. Exercise files accompany the course.
Whether you create statement charges for customers or use statements to summarize a customer's account, you have to generate the statements you want to send out. The Create Statements window lets you tell QuickBooks everything it needs to know about the statements. The statement period, the statement date, the customers you want to send statements to, and how you want the statements to look. When you're ready to generate statements on the homepage, click Statements. QuickBooks fills in the statement date, but you can choose the date that you want to appear on the statement.
Common dates are the last day of the statement period or the first business day after the end of the statement period. In this example, choose 01/31/2010. Then you have to define the statement date range. Choose the starting and ending dates in the From and To date boxes. In this example, I'll pick 01/01/2010 to 01/31/2010. On the other hand if you've fallen behind on statements, you can get caught up in one fell swoop.
Select the All open transactions as of Statement Date option and QuickBooks adds all transactions up to the statement date to the set of statements it creates. In the Select Customers section, you can choose the customers you want to send statements to. QuickBooks selects All Customers, which is perfect if statements are your primary way of billing customers. If you send statements only when customers are late or you need to re-create a statement for a single customer, you can select other options.
Select One Customer and choose the name in the dropdown list that appears or select Multiple Customers, and then you can click Choose. Click each customer or drag over several names to turn on the checkboxes. The Customers of Type option creates statements for all the customers with the customer type you choose, or you can send statements based on whether the customer prefers e-mail or snail mail.
To make sure you've got the customers you want, click View Selected Customers. When you're sure you've got the right customers, click OK to close the dialog box. QuickBooks selects its built-in statement template. If you customize one, you can choose it in the dropdown list. The Create One Statement box is set to Per Customer, which means that QuickBooks creates one statement for each customer, no matter how many jobs you do for that customer. If you want to send a statement to each job, choose Per Job in the dropdown list.
Leave the Show Invoice Item Details checkbox turned off. That way QuickBooks simply lists the invoice total on the statement. Your customers already have copies of the invoices for the details. If you have a bulk mail permit, which has you bundle your mail by zip code, turn on the Print Statements by billing address zip code. QuickBooks automatically turns on the Print due date on transactions so the customer can see the due date for every transaction on the statement. You can also save paper, postage and time by choosing when you don't want to create statements.
For example, you can skip statements with zero balances because the customers don't owe you anything, or you can set an amount like $5, so you don't spend money on stamps and envelopes to remind customers of small balances, or you can turn on with no account activity to skip statements when the customer has no transactions at all. If you want to add finance charges now, you can click Assess Finance Charges. However, it's easier to keep things straight by adding finance charges to customer accounts before you start the process of generating statements.
You'll learn how in the chapter Receiving Payments. To generate print statements, click Print. The Print Statement(s) dialog box opens. Choose the printer you want and the types of paper and then click Print. To e-mail the statements to the e- mail addresses you save in QuickBooks, click E-mail instead. If you use Outlook, the program launches and fills in the customer's e-mail addresses and a standard message and attaches the statement to the e-mail.
When you're done producing your statements, click Close. If you print statements, the only thing that's left is collecting the printed statements from the printer and mailing them to your customers.
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