How do I send a Statement of Accounts to customers?

A Statement of Accounts lists a customer's invoices, payments and balance for a period, as a PDF. In ERPNext you make it with Process Statement of Accounts: one record holds the period, the customers and the email settings, and can send the statements once or on a schedule.

Make and send statements

1. Go to Process Statement of Accounts and click + Add Process Statement of Accounts.
2. Select the Company and the Report:
   • General Ledger: every transaction from From Date to To Date, with a running balance.
   • Accounts Receivable: the open invoices on the Posting Date, with ageing.
3. Add the customers: type them in the Customers table, or set Select Customers By (Customer Group, Territory, Sales Partner, Sales Person) and Recipient, and click Fetch Customers.
4. Save. Click Download to get the PDFs, or Send Emails to email each customer their statement.

For one customer only, you can also open the General Ledger or Accounts Receivable report, filter by the customer, and use ⋯ → Print or PDF.

Customers are missing after Fetch Customers

Send To Primary Contact is on by default. ERPNext then leaves out every customer without a primary email (the Email Id on the customer, from its primary contact).

• Turn Send To Primary Contact off, and click Fetch Customers again. Statements then go to the contact marked Is Billing Contact; or
• Add a primary contact with an email to each missing customer.

"No Customers found with selected options." means that no customer has this group, territory or sales partner as its default, or none of them has a primary email.

Statements are not sent automatically

Turn on Enable Auto Email, and select the Frequency (Daily, Weekly, Biweekly, Monthly, Quarterly). ERPNext checks once a day and sends the statements on the day that equals the To Date (General Ledger) or the Posting Date (Accounts Receivable). After sending, it moves those dates on by the frequency.

So, if the To Date is already in the past, nothing is sent. Set Start Date or the To Date to the next day you want the statements to go.

• "No primary email found for customer: …" or "No billing email found for customer: …": add an email to that customer's contact, or take the customer out of the table.
• Emails stay in the Email Queue: check that the Sender email account can send.

The Account field lists payable accounts too

This is on purpose. A customer can have entries in accounts other than the receivable account (inter-company or deferred revenue entries). Leave Account empty for all the customer's entries, or select your receivable account.

Related

• Process Statement of Accounts
• Accounts Receivable and Payable
• Why is the due date or payment schedule on my invoice wrong?