Cybooks

Generate customer and vendor statements

This guide covers how to view account statements for individual customers or vendors, showing all their transactions within a date range.

Statements give you a complete picture of your financial activity with a specific contact. Each statement lists every invoice, payment, credit note, or journal entry that affects the contact's receivable or payable balance, along with opening and closing totals. You can use statements to reconcile accounts, follow up on outstanding balances, or share transaction history with a contact.

View a customer statement

  1. In the sidebar, select Reports, then select Customer Statements.

  2. Set the Date range to choose the period you want to review. By default, this is set to the current calendar year.

  3. The report lists all customers who have transactions affecting accounts receivable. To also show customers with no transactions, enable the Show all customers toggle (labelled Including with no transactions).

  4. To narrow the report to specific customers, use the Customer dropdown to select one or more customers.

  5. Click Update to apply your filters.

  6. Click a customer row to expand it and view their statement. The expanded view shows:

    • Opening Balance -- the cumulative balance before the selected date range
    • A line for each transaction, including the Currency, Date, Source (e.g. Invoice, Payment), Activity, Due Date, Reference, Branch, Debit, Credit, and running Balance
    • Movements Total -- the total debits and credits through the end of the selected period

View a vendor statement

  1. In the sidebar, select Reports, then select Vendor Statements.

  2. Set the Date range to choose the period you want to review. By default, this is set to the current calendar year.

  3. The report lists all vendors who have transactions affecting accounts payable. To also show vendors with no transactions, enable the Show all vendors toggle (labelled Including with no transactions).

  4. To narrow the report to specific vendors, use the Vendor dropdown to select one or more vendors.

  5. Click Update to apply your filters.

  6. Click a vendor row to expand it and view their statement. The expanded view shows the same columns and summary rows as customer statements: Opening Balance, individual transaction lines, and Movements Total.

Export a statement to Excel

You can export the full statement report (including all expanded contact rows) as an Excel file.

  1. After loading the statement report, click the three-dot menu icon next to the Update button.

  2. Select Excel.

  3. The file downloads as customer_statement_{from}_{to}.xlsx or vendor_statement_{from}_{to}.xlsx.

Frequently asked questions

What transactions appear on a customer statement? Customer statements include all journal entries that affect the Accounts Receivable account for that customer, such as invoices, credit notes, estimates, payments, and manual journals.

What transactions appear on a vendor statement? Vendor statements include all journal entries that affect the Accounts Payable account for that vendor, such as bills, vendor credits, payments, and manual journals.

How is the opening balance calculated? The opening balance is the sum of all debits and credits for that contact before the start of your selected date range. If you don't set a start date, the opening balance is zero.

How is the running balance calculated? For customer statements, the balance accumulates as debits minus credits (receivable increases with debits). For vendor statements, the balance accumulates as credits minus debits (payable increases with credits).

Can I filter by multiple customers or vendors at once? Yes. Use the Customer or Vendor multi-select dropdown to select multiple contacts. When you filter by specific contacts, their rows automatically expand to show the full statement.

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