Statements

Statements summarize invoices, adjustments and payments. Web Suite includes both project and client statements. Default project statement templates are defined for each project type on Global Settings-Templates tab. You can also choose an alternative statement for a project on Project—Templates tab.

To access this screen, click Billing on the navigation bar and then click the Statements tab.

Web Suite includes nine standard statement formats:

• Billing Statement (outstanding) by Client, by Project, by Phased Group, by Project Group, by Client Group

• Billing Statement (complete) by Client, by Project

• Bill Statement (detailed) by Client

• Statement of Account (accountant)

You can customize all Web Suite statements using Crystal Reports 9.0 and later.

The Statements screen allows you to print and preview both types of statements namely, Client and Project statements. The filter selections make your job much easier for arriving at your desired statement details.

Invoice Date Filters

This compulsory date filter gives you three options for specifying the date of statements. Any of the three can be selected. You have an option to view statements up to a certain date or a certain period or view All Dates.

All Dates:

Choose this option if you want to preview all the statements generated till date in the database.

Dates As Of:

Choose from the drop-down calendar, the date up to which the statements will be previewed.

Date Range/From-To:

Enter any date within the statement period you want to display. The fields From-To, will get filled in accordingly. For example, if the Period you have selected is This Month to Date, the From—To fields will show the dates starting from the first of the current month to the current date of the month. Again, neither the Period nor the From-To fields restrict the dates you will assign to statements. A Period of a last week will show statements for the last week, and a Period of This year to date will show all statements for year 2021 till the current date of month.

If you select Custom for the Period field, the From and To fields will accepts a range of dates.

This date filter provides you with the following choices for date selection: All dates, This Year to Date, This Quarter to Date, This Month to Date, This Week to Date, Today's Date, Last Week, Last Month, Last Quarter, Last Year and Custom.

Exclusion Filter

The exclusion filters allow you to exclude certain specified records from showing up in the statement. Select the Exclude Clients with Billing Between check box and specify a date range for which you do not want to view billing records here. These records will not show up in the statement printed.

Statement Type

The statement type options allow you to specify the templates which will act as a basic template for your statements. There are few in-built template types that can be used. You can choose from the following three options:

Client Statement: View client statements

Project Statement: View statements based on projects.

Other Type: The Other Type option gives you following alternatives to choose from:

• Project Statement—Outstanding Invoices.

• Project Statement—Full Details

• Outstanding Invoices by Project.

• Client Statement by Project—Full Details.

• Client Statement—Full Details.

Click to add a new customized statement template. However, the button remains inactive incase Client or Project statement options are selected.

Other Filter Options

Some more filters that you can apply to narrow down your criteria, while creating a statement include Basic filters and Group filters:

Basic Filters are applied on:

• All Clients/Select Items: You can select from either of the two. All Clients will include all the clients irrespective of their status active or inactive that fall under the above selected date filters. However, clicking on Select Items button will provide you a drop-down wherein you select the specific clients by checking the Sel option against the relevant Client IDs, for whom you want to generate the statements.
• All Projects/Select Items: You can select from either of the two. All projects will include all the projects irrespective of their status active or inactive that fall under the above selected date filters. However, clicking on Select Items button will provide you a drop-down wherein you select the specific projects by checking the Sel option against the relevant Project IDs, for whom you want to generate the statements.
• All Mangers/Select Items: You can select from either of the two. All Managers will include all the managers irrespective of their status active or inactive that fall under the above selected date filters. However, clicking on Select Items button will provide you a drop-down wherein you select the specific managers by checking the Sel option against the relevant Employee IDs, for whom you want to generate the statements.

Group Filters are applied on:

• All Client Groups/Select Items: You can select from either of the two. All Client groups will include all the groups of clients irrespective of their status active or inactive that fall under the above selected date filters. However, clicking on Select Items button will provide you a drop-down wherein you select the specific client groups by checking the Sel option against the relevant Client Group IDs, for whom you want to generate the statements.
• All Project Groups/Select Items: You can select from either of the two. All project groups will include all the groups of projects irrespective of their status active or inactive that fall under the above selected date filters. However, clicking on Select Items button will provide you a drop-down wherein you select the specific project group by checking the Sel option against the relevant Project Group IDs, for whom you want to generate the statements.

Additional Filter Options

Include invoices with balance greater than:

Checked, only those invoices will be previewed or printed whose balance amount is greater than as specified in the associated text field.

Include invoices with aging greater than X days:

Checked, only those invoices will be previewed or printed whose aging period is greater than as specified in the associated text field.

Active Clients Only:

Checked, you can print or preview the statements for clients whose status has been set to active and fall under the above set date filters.

Inactive Clients Only:

Checked, you can print or preview the statements for clients whose status has been set to inactive and fall under the above set date filters.

Active Projects Only:

Checked, you can print or preview the statements for projects whose status has been set to active and fall under the above set date filters.

Inactive Projects Only

Checked, you can print or preview the statements for project whose status has been set to inactive and fall under the above set date filters.

Message on Statement

You can enter a default message in this text box that appears on your statements. Similar to a memo, you can type unlimited length text or insert standard Auto Complete shorthand codes in it. By default, it is blank but when you enter a message, Web Suite remembers it.

Statements Button Panel

Help:

When clicked, this button opens the Web Suite Help in the Statements section.

Print:

Opens the Statements report that you can be preview and print.

Add Statements:

This allows you to attach a new customized statement template.

Email:

Click to send a PDF of a statement by email. You can also choose to send it to the Client Manager, Project Manager or Other people. It opens the Email screen from where you can write a message and attach files before emailing the statement.

You can also choose to email the statement without previewing it by selecting the Send without preview option.

Since you cannot select the statements individually, Web Suite limits the number of emails being sent to 10.

Close:

Closes the Statements screen.