Customer statements and sales reports

This page explains the reports that answer "who owes us, how much, and what did we sell?": the Customer Statement, the receivables reports (aging, open invoices, balances, details) and the sales reports (by customer, by item, summary). It says exactly what each report counts and leaves out — canceled documents, cash sales, advances, refunds, drafts — so that you can tell which number to quote to a customer, to your accountant or at month end. The full catalog of every report in the app is in Reports; this page goes deep on the sales side.

All report amounts are in your base currency (the Currency line in the workbook header says so), and every report has PDF and Excel buttons that carry the same figures, headings and statuses in the language you are using (English, Arabic, French, Russian, Urdu, German, Spanish, Chinese, Portuguese, Turkish or Italian).

Where to find it

• Reports in the left rail, then the Receivables and Sales groups. Each report has its own address under /reports/…, for example /reports/customer-statement, and you can bookmark a report with its filters.
• From a customer: the profile's PDF, Print and Excel buttons produce the same statement for the date range shown there (see Customers).
• Reports are favourites-friendly: add them to Favorites in the sidebar (see Top bar, search and account menu).

You need View reports (reports.view), except that the receivables reports and the first two sales reports below can also be opened with View invoices alone — this is how the Sales role sees them. Plan-dependent reports show a lock if your plan does not include them.

What every receivables report leaves out

Customer Statement

Reports → Receivables → Customer Statement shows every posted movement on one customer's account in a date range, with a running balance — the document to send a customer who asks "what do I owe?".

Top bar: Select customer, a from → to range (default: 1 January of this year to today), Apply, and PDF once a customer is chosen. Without a customer you see "Choose a customer to see their statement."

Under the customer name and dates, a line states the customer's advances: Customer advances held (liability) with the amount at the end date and an Opening balance figure, followed by "Shown separately from the receivables running balance." Advances never change the running balance below.

Five cards summarise the range: Opening Balance, Charges, Credits, Payments, Closing Balance.

The opening balance is everything posted before the start date, worked out with the same rules. The closing balance should agree with the Customer Balance Summary figure for the same customer and end date.

Cutoffs. A document counts from its own date, not from when it was posted. A credit note dated 15 October and applied to an invoice on 20 October reduces the account from 15 October. Applying it later does not move the statement, because the statement is a ledger of documents; only the aging reports (invoice by invoice) change at application.

Worked example 1: a month on one account

Al Noor Trading LLC, statement 1–31 October (AED):

Cards: Opening 2,000.00; Charges 11,550.00 (10,500 invoice + 1,050 refund); Credits 1,050.00; Payments 6,000.00; Closing 6,500.00. The AED 525.00 cash sale SR-0044 that Al Noor made at the counter on 18 October is not on the statement: it was paid in full on the spot and never created a receivable. Reading the credit: CN-00050 lowered the balance by AED 1,050.00, and the cash refund RF-00012 paid it out, so the balance went back up by the same amount.

AR Aging Summary and AR Aging Detail

AR Aging Summary lists each customer's unpaid balance as of a date, split into Current, 1–30, 31–60, 61–90 and 91+ days overdue, in base currency. AR Aging Detail shows the same one invoice per line. Rules:

• Invoices that are draft, void or cancelled are excluded.
• The balance is the invoice total less payments and applied credit notes posted up to the as-of date (and applied advances, which are recorded as payments). A payment dated after the as-of date does not reduce the balance in that report.
• The bucket comes from days past the due date (or the invoice date when there is none).
• A credit note that is posted but not applied does not reduce any bucket. It reduces the customer on the statement only. See Customer credit and balances.

Open Invoices

Open Invoices lists every posted invoice that still has a balance more than 0.01 as of the chosen date. Columns: Invoice, Customer, Date, Due Date, Total, Paid, Credits Applied, Balance Due, Status (the number of days overdue such as 12d, or OK), with a Totals row. Two cards at the top show Outstanding and Overdue totals. Paid and Credits Applied are separate columns, so you can see why an invoice is smaller than it was; an invoice settled completely by an applied credit note simply drops out. The workbook and the PDF carry the extra Credits Applied column too.

Worked example 2: Open Invoices at 31 October

INV-1098 was AED 3,150.00 (3,000.00 + 150.00 VAT); a posted credit note of AED 1,050.00 was applied on 25 October. Had it been posted but left unapplied, INV-1098 would still show AED 3,150.00 here — and the customer-level reports would already show the credit.

Customer Balance Summary

Customer Balance Summary shows, for each customer with posted activity on the Accounts Receivable control account up to a date, the Receivables debits (invoices, refunds), Receivables credits (credit notes, receipts, applied advances), Journal entries count and the Balance Due. The note on the page reads: "Posted receivables-control ledger in base currency at the selected cutoff. Debits include invoices and refunds; credits include sales credits and receipts. Customer advances held as liabilities are separate." It is the report to tie to the Accounts Receivable account in the chart of accounts.

Receivable Summary and Receivable Detail

• Receivable Summary — per customer at a date: invoice count, Invoiced, Paid, Credits Applied and Balance, sorted by balance, with the date of the last invoice. The scope note says it shows gross invoice amounts including tax, settled by posted receipts and applied credits at the cutoff, and that unallocated credits and refunds are separate: reconcile net receivables with the Customer Balance Summary and the Customer Statement.
• Receivable Detail — the activity behind it, for all customers or one, in a date range: invoices (Amount), credit notes and payments (Offset), with totals. Cash sales and advance funding are left out, and refunds and their reversals are separate: use the Customer Statement for the complete net movement.

Invoice Details, Credit Note Details and Payments Received

• Invoice Details — invoice-level listing with Currency, Total, Paid, Credits Applied, Balance Due and the status at the period end (so an invoice that was unpaid on 30 September but paid on 5 October reads Unpaid in a report ending 30 September).
• Credit Note Details — posted sales credits only: Number, Date, Customer, Status, Subtotal, Tax, Total, the Original invoice and Applied to invoices. A refund does not settle an invoice, so it is not shown as an application; follow the credit link for allocations, refunds and the remaining credit.
• Payments Received — customer cash receipts in the period: date, payment, customer, Method, Reference, Applied To, Amount, Total Received. Applying an existing advance is not a new receipt and is left out.

Sales Summary, Sales by Customer and Sales by Item

These measure what you sold, not what is still owed.

• Sales Summary ("Sales summary by day") — per day: Document Count, Total Sales, Total Tax Amount and Total Sales with Tax, from posted invoices and posted sales receipts in the range. Default: the current month.
• Sales by Customer (Customer Sales Analysis) — per customer: invoice count, Subtotal, Tax, Total, Total Paid and Outstanding, with Top Customers. The scope note says these are gross invoice sales including tax, not net revenue after sales credits, and that outstanding balances include dated receipts and applied credits through the period end.
• Sales by Item (Product Sales Analysis) — per item: quantity, Avg. Price, Gross sales excluding tax, Cost, Profit and Margin, with drill-down to the documents. It counts invoices and cash sales before sales credits, and says so: "Gross document sales excluding tax, before sales credits. Costs are historical document snapshots only; unknown costs are not zero. Current item prices and unallocated manual GL costs are not allocated to items."

Truthful profitability. The report never guesses a cost for a stock item. A stock (inventory) item shows Cost, Profit and Margin only when every sale line of that item carries a recorded cost snapshot; otherwise those three cells read Unavailable on that item's row. Services, non-inventory items and free-text lines have no stock cost, so their recorded cost (usually zero) is used as it is: they show a cost, a profit and a margin and never make the report Unavailable. Historical (migrated) lines that were not inventory are marked and not costed.

The Totals row adds up Cost and Profit for the rows that have a known cost, and the total Margin is that profit divided by the sales of those same rows. Gross sales excluding tax still totals every row. When some stock items are left out, a note above the table says how many: "Cost, profit and margin totals cover only items with a known cost; 1 stock item(s) without a cost snapshot are excluded." The same note is printed on the PDF and added to the header block of the Excel export. Use the Profit and Loss and COGS reports for net revenue and complete ledger costs.

Worked example 3: Sales by Item for October

Note above the table: "Cost, profit and margin totals cover only items with a known cost; 1 stock item(s) without a cost snapshot are excluded."

• The chairs carry a cost snapshot from the sale (AED 450.00 each), so their row is costed.
• The installation is a service. It has no stock cost, so its cost is 0.00 and its whole AED 800.00 is profit. It does not make anything Unavailable.
• The desk lamps are a stock item sold without a cost snapshot. SolaCount does not invent a cost, so only this row reads Unavailable, and it is left out of the cost, profit and margin totals.
• Totals: cost 1,800.00 + 0.00 = AED 1,800.00; profit 1,200.00 + 800.00 = AED 2,000.00; margin 2,000.00 / 3,800.00 (the sales of the costed rows) = 52.63%. Gross sales ex-tax still total all three rows: AED 4,000.00.

Sales Overview

Sales → Overview → Sales Overview (AR Sales Hub, "Manage quotes, invoices, receipts, and credit notes") is a landing page: invoice counts and totals (open, overdue, draft, paid), today's sales receipts, Remaining credit, the Quote Pipeline (sent and viewed, accepted awaiting approval, quotes expiring in 7 days, accepted for more than 48 hours without approval, acceptance and conversion rates for the current month or the last 30 days), the latest invoices, receipts and credit notes, and quick actions such as Create Invoice and Record Receipt. Its Remaining credit is the credit your customers can still use: for each posted sales credit note that is not void, its total minus the credit applied to invoices and minus its posted refunds, added up over all notes. Draft credit notes are not counted, and a voided refund no longer reduces it. Open the Credit Notes list for the remaining credit of each note. Users who cannot view reports are taken straight to the invoice list instead.

Exports and PDFs

• Excel workbooks open with a header block — Organization, Period, Currency ("… (all amounts)") and Generated — in your language, then the table and a totals row. Customer list exports carry Customer, Email, Phone, Tax Number (TRN), Customer Group and Status.
• List exports (invoices, quotes, sales orders, sales receipts, credit notes, refund receipts) follow the columns of the saved view you are looking at and need that list's View permission. The refund receipts export carries Linked Credit and Credit Remaining.
• The PDF of a credit note adds Allocated Credit, Refunded Credit and Available Credit to its totals; the PDF of a refund receipt shows the source credit note, its date and the amount; the PDF of a sales receipt shows Paid and Balance Due; and the PDF of a quote prints each item name with its description beneath.
• Statuses on every PDF and export (Draft, Posted, Void, Unapplied, Overdue …) are printed in the viewing language.

Tips and common problems

• Statement closing balance and AR Aging total differ. An unapplied credit note or a payment after the as-of date. See Customer credit and balances.
• A customer is on the Customer Balance Summary but not on AR Aging. Their balance is a credit (negative) or consists only of refunds, which are not invoices.
• The statement is missing a cash sale. That is correct; cash sales never create a receivable. Look in Sales Summary, Payments Received or the bank and cash reports.
• Sales by Item shows Unavailable on a row. That stock item was sold without a cost snapshot; costs are never defaulted. The totals still show cost, profit and margin for the other rows, and the note above the table says how many items are left out. Services and non-inventory items do not show Unavailable (only marked historical migrated lines can). Check the item's lines or use the COGS report.
• A voided invoice still shows on an older report. Reports use the document's status at the report's cutoff for dated reports (Invoice Details) and exclude void/cancelled from aging, balances and statements.
• The Sales role cannot open a report. The Sales role sees Customer Statement, AR aging, receivable, Sales Summary and Sales by Customer reports only. It does not see cost, margin, Open Invoices, Customer Balance Summary, Invoice Details or the financial statements.

Related

• Reports · Customers · Invoices · Credit notes · Refund receipts
• Customer credit and balances · Customer advance payments · Sales receipts · Roles and permissions