Introduction
A Statement of Account (SOA) is a summary document that outlines all the transactions between a business and its customer. It provides a detailed record of unpaid invoices, payments received, and the current balance owed. This statement allows customers to view their account activity and any outstanding amounts in a single, concise report.
This guide will walk you through how to generate a Statement of Account, apply relevant settings and filters, with examples included.
Let’s get started!
Getting Your Statement of Account
Head to Contacts > At your contact > Click the 'Statement' button.
Filters for Statement of Account
To refine your Statement of Account, use the filters:
Select the Contact such as customer, supplier, or employee.
Choose the type of statement you need at Statement Type.
Pick a predefined time frame for the statement at Preset Period, or specify exact dates for the statement at Date Range.
Include Outstanding Transactions Only
To generate only outstanding transactions, select the ‘Include Outstanding Only’ option. If this option is not chosen, the system will display all transactions linked to the contact.
Settings for Aging Table
To adjust the aging table in your Statement of Account, use the 'Periods' and 'Days/Period' settings.
Periods : Customize the number of columns in your aging table.
Days / Period : Specify the number of days or months for each period in the aging column.
Imagine generating a Statement of Account with 4 periods, each representing 30 days, what you will see in the Statement of Account:
The aging table will have four columns:
0-30 Days: Invoices up to 30 days overdue.
31-60 Days: 31 to 60 days overdue.
61-90 Days: 61 to 90 days overdue.
91+ Days: Over 90 days overdue.
Each column shows the total overdue amount for that time frame. For example, an invoice 45 days overdue will be listed in the 31-60 Days column.
Invoices that are still within the payment term appear under the Current column
The Total column will display the sum of all outstanding invoice amounts.
Example: With 5 outstanding invoices and a 30-day payment term, you set the aging table to 4 periods of 30 days each.
Let’s take invoice IV-23648 dated 12/06/2024 from the picture below. With a 30-day payment term, it was due on 12/07/2024. As of the Statement of Account date on 03/09/2024, it has been overdue for 53 days, placing it in the 31-60 Days column.
Columns for Statement of Account
Want to customize the columns in your Statement of Account? Simply use the column settings to adjust them to your preference.
Here’s what each column represents:
Date: The date of the transaction.
No.: The transaction number.
Type: Type of the transaction (e.g., invoice, payment).
Reference No.: The reference number associated with the transaction.
Description: A brief description of the transaction.
Title: The title or label of the transaction.
Debit MYR: The debit amount in your home currency.
Debit: The debit amount in a foreign currency (if applicable).
Credit MYR: The credit amount in home currency.
Credit: The credit amount in foreign currency (if applicable).
Balance MYR: The remaining balance after each transaction in your home currency.
Balance: The remaining balance after each transaction in foreign currency (if applicable).
Sharing & Exporting the Statement of Account
Bukku provides multiple ways to share the Statement of Account with your contacts. You can choose any of the following options to send or export the statement as needed.
QuickShare (via Email): Share the Statement of Account directly to the contact's email address from Bukku.
QuickShare (via Link): Generate a shareable link and send it through any platform.
Export to PDF: Save the statement as a PDF file for easy sharing or printing.
Export to Excel: Export the data to an Excel spreadsheet for detailed analysis and manipulation.
When using QuickShare (via Email) to send the Statement of Account to a contact, click the icon to check the email tracker for relevant details, such as whether the email was sent and if your contact has opened the email or viewed the statement.
