The Customer (or Supplier) Statement helps you understand how a supplier or client's balance has changed. It brings balance-affecting documents, payments, and manual balance entries into one view, with the balance before and after each recorded change.
You can arrive in the Statement screen from the Customer Statement or Supplier Statement tab of a supplier or client record. It is available for both suppliers and clients, subject to your access permissions.
To reach it from the balance overview, go to Payments and Balance > View Balances, open a supplier or client by clicking on its name, and select Customer Statement or Supplier Statement.
The Customer / Supplier Statement can be used to:
explain a supplier or client's current balance
review invoices, credit notes, paid payments, and balance adjustments
identify the effect of cancellations and voided payments
open the underlying transactions
enter an opening balance or another manual balance adjustment
export a statement for further review
How the statement works
The statement is specific to a supplier or client, a company, and a currency. Each row represents a recorded balance change, rather than simply one unique invoice or payment.
For example, an invoice can affect the balance when it is issued and again when it is cancelled. Similarly, a paid payment can affect the balance when it is recorded as paid and again if it is voided.
Pending payments do not represent settled funds and do not appear as paid balance movements. Use the Payment List when you need to review pending payments as well as paid payments.
The default ordering places the most recently recorded balance changes first. The transaction's date may differ from the date the change was recorded.
Selecting the company and currency
Company (for multi-company accounts)
The default company is selected initially. When multiple companies are enabled and the account contains more than one company, use the Company selector to change the scope of the statement.
Currency (for multi-currency accounts)
The statement initially selects the supplier or client's configured currency. If none is configured, it uses the selected company's primary currency.
Choose another currency to review that business's balance activity in that currency. This is a filter, not a currency conversion.
Before comparing a statement with **View Balances**, make sure both pages use the same company and currency.
Understanding the statement columns
Date
The date of the invoice, payment, or manual balance entry.
An additional created-date column is available through **Choose Columns**. This helps distinguish the transaction date from the time the balance change was recorded.
Transaction description and number
The description identifies the kind of transaction, such as an invoice, a payment, or a balance entry.
Select the transaction number to open the corresponding record:
invoice and credit-note numbers open the document
payment transaction IDs open the payment
balance-entry numbers open the manual balance-entry form
Opening an underlying record remains subject to its access permissions.
Debit and Credit
These columns describe the movement from your company's perspective:
- Debit increases the displayed balance.
- Credit decreases the displayed balance.
Typical movements are:
Transaction | Effect in the statement |
Sales invoice | Debit: increases the amount owed to your company. |
Paid payment from a client | Credit: reduces the amount owed to your company. |
Sales return credit note | Credit: reduces the client's balance. |
Paid refund to a client | Debit: records the refund paid to the client. |
Purchase bill | Credit: increases the amount your company owes the supplier. |
Paid payment to a supplier | Debit: reduces the amount your company owes the supplier. |
Purchase return credit note | Debit: reduces the amount owed to the supplier. |
Paid refund from a supplier | Credit: records the refund received from the supplier. |
Cancelling a balance-affecting document or voiding a paid payment reverses its original balance effect.
Balance Before and Balance After
These columns show the stored balance immediately before and after the recorded change.
For a normal movement:
Balance After = Balance Before + Debit - Credit
A positive displayed balance means a net amount is owed to your company. A negative balance means your company owes a net amount to the supplier or client.
These values belong to the recorded changes. Filtering the statement does not reset the first displayed row's Balance Before to zero or produce a new balance based only on the visible rows.
Additional details
Use Choose Columns to review additional information such as the reason for a change, reference information, currency, and created date.
Example: reviewing a client's balance
Suppose a client starts with a zero balance:
Activity | Debit | Credit | Balance After |
Sales invoice | 1,000 | 0 | 1,000 |
Paid client payment | 0 | 400 | 600 |
Sales return credit note | 0 | 100 | 500 |
The client now owes $500. A separate pending payment does not reduce that balance until it is marked Paid.
The example is shown in activity order for clarity; the statement initially displays the latest recorded changes first.
Adding a manual balance entry
Use New Balance Entry to record an opening balance or an adjustment that is not already represented by a document or payment.
1. Open the appropriate supplier or client record and its Customer/Supplier Statement tab.
2. Select the company and currency you intend to adjust.
3. Select New Balance Entry.
4. Check the company and currency in the entry form where those fields are displayed.
5. Enter the amount, date, and explanatory comments.
6. Select Insert.
7. Review the refreshed statement to confirm the balance effect.
Choosing the correct sign
The entry form interprets the amount according to whether you are working with a client or a supplier:
Entry context | Positive amount | Negative amount |
Client | The client owes your company. | Your company owes the client. |
Supplier | Your company owes the supplier. | The supplier owes your company. |
Important: A positive supplier entry creates a credit movement and decreases the displayed ledger balance. For example, enter 500 for an opening amount owed to a supplier; starting from zero, the statement balance becomes -500.
For a business that is both a supplier and a client, open the appropriate role before creating the entry.
A manual entry is a balance adjustment, not a payment and not a replacement for an invoice. Avoid recording the same obligation twice through both an opening balance and a document.
Correcting a manual entry
Select the balance-entry number to reopen its form. Existing entries provide Update and Delete actions; use Cancel to close without saving form changes.
Review the resulting balance after changing or deleting an entry. To correct a payment or an invoice, open that underlying record instead of changing an unrelated balance entry.
Filtering and exporting a statement
Use the grid's filters to narrow the transactions, including by date or transaction description. Clear the filters when you need to review the full history within the selected company and currency.
Use Choose Columns to adjust the displayed information. Export icons provide Excel, PDF, and CSV downloads. Select rows first to export only those rows, or leave all rows unselected to export the grid results.
Check your filters before sharing an export: a filtered statement can omit earlier movements even though the displayed balance-before and balance-after values still reflect those movements.
Important notes
- Access requires Payments permissions and, where configured, access to the specific supplier or client.
- A balance movement can remain visible even when you do not have permission to open the underlying document. This allows the statement to account for the balance without granting access to document details.
- Repeated transaction numbers can represent separate balance-changing events. Use the reason and created-date columns to investigate them.
- If an expected transaction is missing, check the company, currency, filters, and payment status.