Contact Profile - Statements

View a contact's statements, and issue, resend, cancel or re-open them

The Statements tab on a contact's profile lists the statements created for that contact. Statements are created in the Send step of End of Period (see Step 4: Statements). This tab is where you check them afterwards, send one again, or issue one that was held back.

Note - the Statements tab only appears if statements are turned on for your workspace, and only for Admin and Manager users.

What a statement shows

A statement is a summary of a contact's account up to its As At Date. It shows:

Opening balance - what the contact owed before this statement's debits and credits
Debits and credits for the period - the contact's invoices and credits, including invoices created directly in Xero once they are approved there (drafts and invoices awaiting approval in Xero are left out)
Closing balance - the total still owing on the contact's invoices at the As At Date

Note - invoices created directly in Xero appear as lines on the statement, but their PDFs are not attached to the statement email.

Open the Statements tab

Click Contacts at left of screen, then click the name of the contact. Click Statements in the row of tabs below the contact's details, next to Invoices.

The list shows the newest As At Date first, with:

Date generated - the date and time the statement was last updated
As At Date - the date the statement runs to
Status - Draft, Issued or Cancelled
Action - the icons for what you can do with that statement

To find statements up to a particular date, choose a date in As at above the list and click Generate. This filters the list; it does not create a new statement. Clear the date to see all statements again.

Statement status

Draft - created but not yet issued to the contact, for example because the contact was unticked in the Send step of End of Period
Issued - sent to the contact, or marked as issued
Cancelled - withdrawn; it can be re-opened while it is still the contact's most recent statement

A warning icon next to the status means the statement may be out of date, because an invoice on it has changed since it was sent. Hover over the icon to see the message: "This statement may be out of date — a linked invoice has changed since it was sent."

Actions

Each row shows its actions as separate icons in the Action column, not in a menu. Hover over an icon to see its name. Actions that don't apply to that statement are greyed out:

Preview PDF (eye icon) - open the statement as a PDF. Available once the statement's PDF has been created
Resend (envelope icon) - email an Issued statement to the contact again
Issue statement (tick in a circle icon) - mark a Draft statement as Issued
Cancel statement (bin icon) - withdraw the statement. Available only on the contact's most recent statement that is not already cancelled
Re-open statement (restore icon) - restore a cancelled statement. Available only when the cancelled statement is the most recent one

Note - Issue statement marks the statement as Issued but does not email it to the contact or create its PDF. To send it, click Resend. The PDF is created and the statement emailed to the contact, and Preview PDF then appears on the row.

Cancel and re-open a statement

Click the bin icon on the statement's row. A confirmation appears, titled Cancel statement: "This statement will be cancelled. You can re-open it later as long as no newer statement has been created." Click Confirm to cancel the statement, or Cancel to stop.

To undo it, click the restore icon on the cancelled statement. A confirmation appears: "This statement will be re-opened and restored to its status before it was cancelled." Click Confirm. The statement returns to the status it had before it was cancelled.