{"id":1585,"date":"2022-02-20T03:37:28","date_gmt":"2022-02-20T08:37:28","guid":{"rendered":"https:\/\/aabusinessfirm.com\/?post_type=tips-accuracy-tips&#038;p=1585"},"modified":"2022-02-20T03:37:28","modified_gmt":"2022-02-20T08:37:28","slug":"using-statements-in-quickbooks-the-basics","status":"publish","type":"tips-accuracy-tips","link":"https:\/\/aabusinessfirm.com\/es\/tips-accuracy-tips\/using-statements-in-quickbooks-the-basics\/","title":{"rendered":"Using Statements in QuickBooks: The Basics"},"content":{"rendered":"<p><!-- Start DIV: QBTips --><\/p>\n<div id=\"QBTips\" style=\"text-align: left;\">\n<h3>Using Statements in QuickBooks: The Basics<\/h3>\n<p>Sending invoices to your customers to bill for products and\/or services is probably one of the more enjoyable parts of your job&#8211;second only to recording payments received. And thanks to the company file you&#8217;ve built in QuickBooks, creating invoices is generally a very simple process that requires no duplicate data entry.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.cpasitesolutions.com\/content\/newsletter\/images\/122014\/Fig1.jpg\" width=\"100%\" \/><br \/>\n<i>Figure 1: You probably use QuickBooks&#8217; invoice forms frequently, so you know how much easier it is to fill them out than to create paper bills.<br \/>\n<\/i><\/p>\n<p>QuickBooks also includes easy-to-use templates for another kind of customer form: the <i>statement<\/i>. These forms are generally not used nearly as frequently as invoices. However, you may find them more appropriate if you:<\/p>\n<ul>\n<li>Want to create a form that lists all of a customer&#8217;s open charges<\/li>\n<li>Have a customer who accrues multiple charges before being billed<\/li>\n<li>Receive advance&#8211;or regular&#8211;payments, or<\/li>\n<li>Need a historical accounting of a customer&#8217;s activity, including charges, payments, and balance.<\/li>\n<\/ul>\n<h3>Limitations of Statements<\/h3>\n<p>QuickBooks places some restrictions on statements. For example if you have a number of related charges for which you want to create a subtotal for, you&#8217;ll have to use an invoice. Statements also cannot include sales tax, percentage discounts, or payment items. Products or services requiring descriptions that run more than a paragraph can&#8217;t go on a statement. Customization options, too, are limited: you can&#8217;t add custom fields to the statement form, nor can you include a message to your customers, like, &#8220;We appreciate your business.&#8221;<\/p>\n<h3>The &#8220;Reminder Statement&#8221;<\/h3>\n<p>There may be occasions when you want to create a form that lists invoices received, payments made, and any credits given for one or more customers. This may be necessary when, for example, a customer disputes a charge. You may also want to send out these statements to remind customers of delinquent payments.<\/p>\n<p><i>You do not have to enter any new data for these statements<\/i>. Instead QuickBooks will pull the <i>existing<\/i> activity that you ask for in the <b>Create Statements<\/b> window, shown below. To get there, either click on the <b>Statements<\/b> icon on the home page, or open the <b>Customers<\/b> menu and select <b>Create Statements<\/b>.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.cpasitesolutions.com\/content\/newsletter\/images\/122014\/Fig2.jpg\" width=\"100%\" \/><br \/>\n<i> Figure 2: The <b>Create Statements<\/b> window in QuickBooks offers multiple options for defining the statements you want to send to customers.<br \/>\n<\/i><\/p>\n<p>As you can see, QuickBooks offers a lot of flexibility in the creation of statements. You can specify:<\/p>\n<ul>\n<li><b>The active date range<\/b>. Under <b>SELECT STATEMENT OPTIONS<\/b>, you can either enter a date range or request a statement for every customer who has open transactions as of the <b>Statement Date<\/b> (be sure that this date is correct before proceeding). You can also ask to include only transactions that are past due by a specified number of days.<\/li>\n<li><b>The customers to include<\/b>. Do you want to use the conditions you just outlined to apply to <b>All Customers<\/b>? If so, click on the button in front of that options. If you choose <b>Multiple Customers<\/b>, a small button labeled <b>Choose&#8230;<\/b> will appear. Click on it, and a window displaying your customer list opens. <b>One Customer<\/b> also opens your list of customers. If you&#8217;ve assigned types to your customers and want to include only those in one category (like Residential or Commercial), click <b>Customers of Type<\/b>. And <b>Preferred Send Method<\/b> lets you limit your statement output to customers who receive either emailed or printed forms.<\/li>\n<li><b>The template to use<\/b>. Click the down arrow to see the statement templates available. If you have not customized QuickBooks&#8217; standard form and want to do so, let us help.<\/li>\n<li><b>Whether QuickBooks prepares one statement per customer or per job<\/b>. This is a very important distinction, so choose carefully.<\/li>\n<li><b>Miscellaneous attributes of your statement run<\/b>. Click on the box in front of any that should apply.<\/li>\n<\/ul>\n<p>If you assess finance charges, you can do so here. This is an advanced activity in QuickBooks, and we&#8217;d be happy to provide guidance in this area.<\/p>\n<p>When you&#8217;re done, you can <b>Preview<\/b> your statements, <b>Print<\/b>, or <b>E-Mail<\/b> them by clicking those buttons.<\/p>\n<h3>Entering Individual Charges<\/h3>\n<p>If you need to enter individual charges, you&#8217;ll have to work with QuickBooks&#8217; customer registers. You&#8217;ll find these by either opening the <b>Customers<\/b> menu and selecting <b>Enter Statement Charges<\/b> or highlighting a customer in the Customer Center, then clicking the down arrow next to <b>New Transactions<\/b> and selecting <b>Statement Charges<\/b>.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.cpasitesolutions.com\/content\/newsletter\/images\/122014\/Fig3.jpg\" width=\"100%\" \/><br \/>\n<i> Figure 3: A <b>Statement Charge<\/b> in the customer register.<br \/>\n<\/i><\/p>\n<p>We highly recommend that you let us help you get started if individual charges are necessary. Like many of QuickBooks&#8217; functions, this isn&#8217;t a difficult activity once you understand it. But it&#8217;s much easier and economical for you to get upfront guidance than for us to come in and untangle your company file.<\/p>\n<\/div>","protected":false},"template":"","meta":{"content-type":"","site-sidebar-layout":"default","site-content-layout":"default","ast-site-content-layout":"","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}}},"class_list":["post-1585","tips-accuracy-tips","type-tips-accuracy-tips","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/aabusinessfirm.com\/es\/wp-json\/wp\/v2\/tips-accuracy-tips\/1585","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/aabusinessfirm.com\/es\/wp-json\/wp\/v2\/tips-accuracy-tips"}],"about":[{"href":"https:\/\/aabusinessfirm.com\/es\/wp-json\/wp\/v2\/types\/tips-accuracy-tips"}],"wp:attachment":[{"href":"https:\/\/aabusinessfirm.com\/es\/wp-json\/wp\/v2\/media?parent=1585"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}