Customer Account Statement

Customer Statement Report in Qoyod

What is a Customer Statement Report?

A customer statement report is a report dedicated to tracking transactions of a single customer only, and displays:

Sales invoices
Payment receipts
Credit notes

and does not display manual accounting entries added to the customer’s account.

The purpose of the report is:

To understand the customer’s financial status in terms of invoices, payments, and outstanding balance

Where can I extract this report from?

From the dropdown menu:
Reports → Customer Statement Report

What does the report display in detail?

When you extract the report, the following data will appear for each document:

Document Data

Document type
(Sales invoice, Credit note, Payment receipt)
Transaction date
Document number
Payment method (as selected in the invoice, and displays empty if the payment method field was not filled)
Due date
Project name (if specified in the document)

Financial Values

Debit amount (in local currency)
Credit amount (in local currency)
Remaining invoice amount (in local currency)
Debit amount (in foreign currency, if any)
Credit amount (in foreign currency, if any)
Outstanding balance

Totals at the End of the Report

At the end of the report, the system displays clear totals that include:

In Local Currency:

Total invoices
Total payments
Total outstanding balance

In Foreign Currency (if foreign invoices exist):

Total foreign invoices
Total foreign payments
Total outstanding balance in foreign currency

A Very Critical Point: When Do Numbers Change?

First: When Does the Customer’s Outstanding Balance Change?

It changes immediately when:
- A payment receipt is saved and approved
- A credit note is saved and approved
  even if it is not allocated to an invoice

Second: When Does the Remaining Amount Against the Invoice Itself Change?

This is the difference that causes most confusion:

It does NOT change when:
- The receipt is created only
- An unallocated credit note is created
It changes only when:
The receipt or credit note is allocated to the invoice

In summary:

Outstanding balance = Customer account
Remaining amount = The invoice’s own status
and they don’t always change at the same moment.

Common Scenarios (As Understood by the System)

Scenario 1: Payment Receipt Without Allocation

The receipt appears as an independent line
The customer’s outstanding balance decreases
The remaining amount in the invoice does not change
The report is correct both accounting-wise and operationally

Scenario 2: Allocating the Receipt to the Invoice

The remaining amount for the invoice changes
The outstanding balance changes
The relationship between the invoice and the receipt is clearly shown

Scenario 3: Unallocated Credit Note

It reduces the customer’s outstanding balance
It does not change the remaining amount for the invoice
It must be allocated to affect the invoice itself

Scenario 4: Allocated Credit Note

It reduces the outstanding balance
It modifies the remaining amount
and may change the invoice’s status to:
- Returned
- Paid
- Partially paid

Why Don’t Manual Accounting Entries Appear?

Because the customer statement report:

displays only documents directly linked to the customer

To view:

Manual entries
or the complete accounting impact

you must use:
Account Statement Report

Is the Report Affected by Financial Year Closing?

No.

The reason:

The report is based on the accounts receivable account
which is a balance sheet account (asset)
and not an income or expense account

Therefore:

It is not affected by closing entries
nor by profit carryforward

What About the Opening Balance?

The customer statement report:
does not display the opening balance
it displays only:
- Documents
- and totals within the selected period

If you need an opening balance:
→ use Account Statement Report

Available Filter Options

Select one customer only
Specify:
- Start date
- End date
  (if left blank → displays all customer transactions)

You cannot:

select multiple customers
or filter by branch within this report

Important Note Regarding Branches (Locations)

You currently cannot extract:
a customer statement for a specific branch
The reason:
- The report allows only one type of filter
- Customers ≠ Branches at the same time

Alternative:

Filter sales invoices directly through the filter options when accessing sales invoices by:
- Customer
- Location

Export (PDF / Excel)

When Exporting to Excel:

a file is created containing two sheets:
1. Detailed transactions sheet
2. Summary sheet (totals)
Columns:
- in the same order
- with the same values as displayed in the system

When Exporting to PDF:

suitable for sharing with the customer
or sending via:
- WhatsApp
- Email

The Essential Difference Between Account Statement and Customer Statement Report

Account Statement

purely accounting
displays:
- Opening balance
- Manual entries
- all transactions
can be for multiple customers

Customer Statement Report

operational / sales-focused
displays:
- Invoices
- Receipts
- Credit notes
does not display manual entries
single customer only
supports multiple currencies