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Producing a statement

From: QuickBooks Pro 2010 Essential Training

Video: Producing a statement

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.

Producing a statement

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.

Show transcript

This video is part of

Image for QuickBooks Pro 2010 Essential Training
QuickBooks Pro 2010 Essential Training

69 video lessons · 21644 viewers

Bonnie Biafore
Author

 
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  1. 8m 19s
    1. Welcome
      52s
    2. Editions of QuickBooks
      3m 24s
    3. QuickBooks bookkeeping basics
      2m 46s
    4. Using the exercise files
      41s
    5. Disclaimer
      36s
  2. 9m 12s
    1. Opening a company file
      2m 4s
    2. Using the QuickBooks menus and home page
      2m 49s
    3. Touring the Customer, Vendor, and Employee Centers
      2m 32s
    4. Navigating between QuickBooks windows
      1m 47s
  3. 10m 50s
    1. Gathering the information you need
      2m 4s
    2. Creating a company file
      5m 33s
    3. Converting from another program
      3m 13s
  4. 8m 19s
    1. Naming and numbering accounts
      3m 36s
    2. Creating an account
      2m 26s
    3. Making an account inactive
      2m 17s
  5. 14m 50s
    1. Creating a customer profile
      3m 40s
    2. Adding customer information
      4m 33s
    3. Creating a job
      2m 18s
    4. Making customers inactive
      1m 39s
    5. Creating a vendor
      2m 40s
  6. 43m 35s
    1. Why use QuickBooks items?
      2m 59s
    2. Creating a service item
      4m 26s
    3. Setting up time tracking
      2m 53s
    4. Entering time
      4m 19s
    5. Tracking mileage
      4m 34s
    6. Creating an inventory item
      6m 7s
    7. Creating a non-inventory item
      3m 34s
    8. Setting up sales tax
      6m 59s
    9. Setting up discounts and charges
      3m 46s
    10. Creating a group of items
      2m 16s
    11. Making items inactive
      1m 42s
  7. 30m 46s
    1. Creating a purchase order
      3m 8s
    2. Entering a bill
      4m 37s
    3. Recording inventory you receive
      3m 47s
    4. Paying bills
      4m 5s
    5. Handling a credit from a vendor
      5m 2s
    6. Writing a check for expenses
      3m 17s
    7. Paying with a credit card
      1m 40s
    8. Paying with cash
      2m 53s
    9. Paying sales tax
      2m 17s
  8. 35m 5s
    1. Understanding invoices, statements, and sales receipts
      2m 23s
    2. Creating an invoice and filling in header fields
      2m 55s
    3. Adding items to an invoice
      5m 7s
    4. Adding billable time and cost to an invoice
      5m 57s
    5. Using subtotals, discounts, and other charges
      3m 6s
    6. Creating an estimate
      2m 49s
    7. Handling a customer credit
      4m 57s
    8. Creating a statement charge
      3m 7s
    9. Producing a statement
      4m 44s
  9. 14m 44s
    1. Setting up print options
      4m 13s
    2. Aligning forms with printer paper
      3m 0s
    3. Printing one or more forms
      4m 29s
    4. Emailing a sales form
      3m 2s
  10. 14m 8s
    1. Receiving a payment
      3m 49s
    2. Assessing finance charges
      4m 9s
    3. Creating a sales receipt for a cash sale
      2m 39s
    4. Depositing payments
      3m 31s
  11. 10m 37s
    1. Preparing to reconcile a bank account
      1m 50s
    2. Reconciling transactions to your bank statement
      3m 14s
    3. Correcting discrepancies
      5m 33s
  12. 9m 51s
    1. Using the Report Center to find reports
      3m 0s
    2. Running a report
      3m 45s
    3. Printing or saving a report
      3m 6s
  13. 6m 8s
    1. Why use journal entries?
      3m 3s
    2. Creating a general journal entry
      3m 5s
  14. 13m 39s
    1. Creating a new user
      4m 58s
    2. Backing up your company file
      6m 10s
    3. Restoring a company file
      2m 31s
  15. 27s
    1. Goodbye
      27s

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