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Statements

Prerequisites

Overview​

The system generates Balance Forward statements to provide comprehensive financial summaries for billing accounts. A Balance Forward statement is a detailed summary that consolidates all financial transactions for a specific billing account within a designated time period.

Each Balance Forward statement includes the following information:

  • Opening Balance: The account balance at the beginning of the statement period
  • All Invoices: List of invoices generated during the statement period
  • All Payments: List of payments received during the statement period
  • All Credits: List of credits applied during the statement period
  • Closing Balance: The final account balance at the end of the statement period

This comprehensive view allows billing accounts to track their complete financial activity and understand how their balance has changed over the specified timeframe.

Statement Generation​

There are three distinct methods available for generating Balance Forward statements:

Method 1: Individual Account Generation​

To generate a statement for a single billing account:

  1. Navigate to the specific billing account you wish to create a statement for
  2. Locate and select the "Create Statement" option
  3. The system will generate a Balance Forward statement for that account's most recent billing period

This method is ideal when you need to create a statement for a specific account outside of the regular billing cycle.

Method 2: Bulk Generation for All Accounts​

To generate statements for all billing accounts simultaneously:

  1. Navigate to the Financial section in the main menu
  2. Select Statements from the available options
  3. Click on the "Create for All" button The system will automatically generate Balance Forward statements for the last billing cycle for every billing account in the system

This method is useful for processing statements for all accounts at once, typically at the end of a billing period.

Method 3: Automated Generation​

For hands-off statement generation, you can configure the system to automatically create statements:

  1. Navigate to Admin → Settings → Billing Cycles
  2. Set up your desired billing cycle parameters
  3. Once configured, the system will automatically generate Balance Forward statements for all billing accounts at the conclusion of each billing cycle

This automated approach ensures consistent statement generation without manual intervention and is recommended for regular billing operations.

Important Restrictions and Guidelines​

Duplicate Statement Prevention​

The system enforces a strict policy regarding statement generation:

  • You cannot generate two statements for the same billing cycle
  • Each billing cycle can only have one associated statement per billing account
  • This prevents confusion and maintains accurate financial records

Statement Regeneration Process​

If you need to regenerate a statement for any reason:

  1. Delete the existing statement: You must first remove the current statement for that billing cycle
  2. Create a new statement: After deletion, you can generate a new statement using any of the three methods described above

This two-step process ensures data integrity while allowing for corrections or updates when necessary.