A statement of account is a summary of sales made to a customer during the month, and will include any credits issued. Show The statement can show in date order a summary of all sales invoices (paid or unpaid) and all payments received, or it can show a summary of just the unpaid sales invoices over several months. A statement is usually only issued to customer whom the seller has previously approved to have an account with them, and who have signed a sales/purchases terms of agreement.
Statement of Account LayoutHere are completed examples. The first layout is based on the Excel Template, and the second one is based on the PDF template. Statement of Account Excel Template Statement of Account Printable PDFDetails on Statement of AccountSome of these details may be really obvious requirements but there may be one or two things you hadn't thought of. Name and Address
ReferenceThis could be your customer's account number if you allocated them one when approving them as account holders. Or you could use the month as a reference i.e. April. Or just leave it blank. DateSome businesses date their statements at the last day of the month i.e. April 30, this statement will show all invoices and credit notes for the month of April. Some businesses date their statements at the first day of the month i.e. May 1, and will show all invoices and credit notes for the month of May. There is no strict rule about how to date it. Choose your preference and stick with it. Opening BalanceThis is the 'total due' balance taken off the statement sent out the previous month. Headings
Further Details on Statement of AccountTotals/InterestThe sub-total is the sum of all the invoice amounts due minus credits. Then the interest can be added on – calculated on overdue payments from the previous month. This ends up with the final total due by the customer. Make the final total stand out in a bold or larger font. Extra Details
RemittanceEntering your business name and address on the remittance
makes it convenient for the customer – it means they don't have to
do it and they can simply pop it into a window envelope to be posted
to you.
Fill
in your customer's name on the right so that when you receive the remittance you know which customer it's from when you open the envelope. Note: many customers will pay by direct banking but will post the remittance so you know exactly what they are paying, but some customers will not use it which can be a nuisance if they only pay a portion of each invoice leaving you not knowing which invoices to allocate their payment against – ring them in this instance. Customer Cut Off DatesMany business customers have a cut off date (such as 5th of the month) beyond which any invoices you send will not be included in their current pay run but held over for the next month's one. So
be sure to process all your invoices as soon as the month has ended
and issue your statement of account right away. Invoice/Statement AdjustmentsOnce a statement of account has been sent to the customer, do not then go back and amend an invoice unless it has been discussed with the customer so they are aware of any issues. If you have to amend an invoice, send the customer both the amended invoice and an amended statement of account showing the new balance. Home > Bookkeeping Basics > Statement of Account Download our free aging report template This aging report template will help you categorize accounts receivables by how long invoices have been outstanding, as well as calculate your allowance for doubtful accounts. Here is a preview of CFI’s aging report template: Download the Free TemplateEnter your name and email in the form below and download the free template now! An aging report is a report that categorizes the balances of a company’s clients based on the length of time their invoices are outstanding – its age. These accounts are usually categorized into 30-day intervals. Thus, allowing the company to assess its clients in greater detail than if they only evaluated them based on their outstanding balances. This is important because it allows a company to take a step back and evaluate which of their clients are risky to do business with. In these cases, the company might contact their client to notify them of their outstanding invoices and further negotiate business terms if the client fails to pay for their invoices. Thus, the aging report is a tool that helps firms weed out bad clients and improve accounts receivable turnover. Using the example shown in the preview above, you can see that Company C owes debts of 100, which have been outstanding for over 90 days. Alternatively, this means that Company C fails to pay for 16.7% (100/600= 0.1667) of its purchases. Further business with Company C will need to be evaluated. The aging report can also be used for other purposes. Most companies usually have provisions for how they evaluate bad debts or doubtful accounts. The longer an invoice is outstanding, the higher the chance it will go unpaid. Companies need to represent these unpaid outstanding debts in their financials. This is referred to as a company’s allowance for doubtful accounts. This aging report template can be used to calculate a company’s allowance for doubtful accounts using assumptions for each time interval. For example, looking at the preview again, we can see that this company has an allowance for doubtful accounts of $64, based on their assumptions for bad debts. More Free TemplatesFor more resources, check out our business templates library to download numerous free Excel modeling, PowerPoint presentation, and Word document templates.
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