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Create statements

Can I view a statement without printing it?

Yes. Although QuickBooks does not provide a window for statements like it does with other business forms, you can get an advance look at what will appear on each printed statement if you click Preview in the Create Statements window.

How do I add a customer message to a statement?

Unlike other sales forms in QuickBooks, statements do not have a Customer Message field. However, you can create a custom template and use the long text field to write and print a message to your customers. If you need the long text field for other information (such as a legal disclaimer), you may want to consider using invoices instead.

To do this task

  1. Go to the Lists menu and click Templates.

  2. Go to the Edit menu and click New Template.

  3. In the Select Template Type window, select Statement and click OK.

  4. Enter a name for the template.

  5. In the Customize Statement window, click the Footer tab.

  6. Select the Long text (disclaimer) checkbox, and enter your customer message in the text field to the right.

    Note: QuickBooks puts the message in the lower left corner of the form. To move it to another part of the form, click Layout Designer, and move the field containing your customer message.

  7. Click OK to save your changes.

    To use this template, select its name from the Print Format drop-down arrow in the Select Statements to Print window.

See also

To do this task

  1. Go to the Customers menu and click Create Statements.

  2. If QuickBooks displays a choice of accounts, choose the A/R account for the statements that you want to print.

    Note: QuickBooks displays the A/R Account field only when your chart of accounts contains more than one accounts receivable account.

  3. Verify that the statement date is the one that you want to use.

    Note: The statement date field is displayed on the top of the printed statements and in the Billed Date field of each customer's register. If you change the date, you are also changing the date due for statement charges.

  4. Choose to create statements for transactions within a specified date period.

    What the dates mean

    These dates determine which transactions appear on the statements. Transactions that occurred before the beginning date or beyond the ending date are not displayed. Normally, QuickBooks sets the beginning date to the day after the ending date for the last statements you printed, and it sets the ending date to today's date. You can change either date.

    If you are creating balance forward statements, use the statement period fields to specify the range.

    If you are creating open transaction statements, select to include all open transactions as of the statement date, and then choose the number of days past due.

    Shortcuts for entering dates

    Regional date formats

    QuickBooks displays dates as MM/DD or DD/MM based on the regional settings of your operating system.

    To change your regional settings, refer to your operating system's Help topics about regional settings.

    Preferences for dates

    Set default date on new transactions.

    Always display year as 4 digits.

    Sets the format for date entries in QuickBooks.

    When you select "Always show years as 4 digits," QuickBooks automatically displays the year as four digits.

    When "Always show years as 4 digits" is not selected, QuickBooks displays the year as two digits; that is, "00" for 2000, "01" for 2001, and so on.

    If you enter a year using two digits—for example, "98" or "99,"—QuickBooks uses the following convention to determine the four-digit year.

    If you type a two digit number between:

    QuickBooks uses:

    28-99

    1928-1999

    00-27

    2000-2027

    To verify the four-digit year, click the calendar icon to bring up the current month's calendar.

    Shortcuts

    Use shortcuts to enter dates.

    Required formats and date ranges

    Separator to Use

    Example

    / (slash)

    02/28/09

    - (hyphen)

    02-28-2009

    . (period)

    02.28.09

    None

    02282009

    Month/Day Format: Depends on your operating system’s regional settings. (Refer to your operating system’s Help about changing regional settings.)

    Date Range: Any year between 1901 and 9999.

  5. (Optional) Create statements for all open transactions as of the statement date.

  6. Choose the customers for whom you want to print statements.

    How do I choose the customers?

    • Click All Customers to select all your customers.

    • Click Multiple Customers to select only certain customers. Then click Choose to display a list of customers and jobs. If you want to print a statement for a particular job, select only that job.

    • Click One Customer to select just one customer. Use the list to select the customer.

    • Click Customers of Type to select only those customers who match a specific customer type. Use the list to select the customer type.

    • Click Preferred Send Method to select customers to whom you send only e-mail.

  7. Click the Template drop-down list and choose the template that you want to use to print the statements.

    To do this task

    1. (Optional but recommended) Download predesigned templates from the QuickBooks Template Gallery.

    2. Open the form to use. For example, to open the invoice form, click Invoices in the Customers section on the Home page.

      When you open the form, the template that was last used for that form type is the one that opens now. You can change the template in the form window.

    3. Click the drop-down arrow on the upper right side of the form and select the template you want to use.

      Templates list in form window

    4. Click Print Preview to see how the form will look when printed.

    5. Continue selecting and viewing templates until you find the one you want.

      If you don't see one you want, you can download more for free from the QuickBooks Template Gallery.

    6. Once you've found the template you want to use:

      • If you don't want to make any changes to the template, you can start using the form now.

      • To edit the template, click the Customize button in the upper right of the form to customize it.

        Note: If you receive a message about editing a predefined template, click Cancel and select a different template to edit. Predefined templates have limited options for customization.

      • To create a new customized form that's based on this template, duplicate the form and then customize it.

  8. (Optional) If you performed more than one job for the customers you selected and if you want QuickBooks to print a separate statement for each job, select Per Job. Otherwise, QuickBooks prints a consolidated statement for each customer.

  9. If you don't want QuickBooks to print statements for customers with a zero balance, select the option to exclude them.

  10. Choose from the following additional options:

    • Show invoice details on statements

    • Print statements by zip code

    • Exclude customers with a balance less than a specific amount, no account activity, or customers marked inactive

  11. (Optional) Click Assess Finance Charges to add finance charges to the statements.

  12. Click Preview to review the information that will appear on the statements.

    To do this task

    On a business or sales form, click the Print drop-down arrow and then click Preview.

    The Print drop-down menu

    or

    On a report, click the Print button at the top of the window, and then click Preview.

    To...

    Do this

    See more detail.

    Click Zoom In.

    This enlarges the upper left portion of the form. At this point, you can no longer see the entire form in the window, but you can click the scroll bars at the right and bottom edges of the window to bring other parts of the form into view.

    See the entire form again.

    Click Zoom Out.

    See the next page.

    Click Next Page.

    This button is active when the form is longer than one page.

    See the previous page.

    Click Prev Page.

    This button is active when the form is longer than one page.

    Print the form.

    Click Print.

  13. Click Print or E-mail, depending on how you want to send the statements to your customers.

See also

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