BEST POS - Customer statement print email

Customer Statement (print / email) in BEST POS (Retail)

Summary

This guide shows how to generate a customer statement in BEST POS, preview it, and then print or email it. It covers selecting one customer or all with a balance, setting the period, aging options, and choosing Open Item vs Balance Forward.

Step-by-step Instructions

1) Prerequisites

  • The customer exists and has on-account transactions (charges, payments, credits).
  • Customer email details are current if sending by email.
  • Your print and/or SMTP (email) settings are configured.

2) Open the Statement function

  1. Go to Customers > Customer Statement (or equivalent label in your build).
  2. Choose the scope: Single customer or All customers with balance.

3) Define range and aging

  • Statement date: usually today or month-end.
  • Aging: select the basis (invoice date or due date) and buckets (e.g., 0–30 / 31–60 / 61–90 / >90).
  • Type: Open Item (lists open transactions) or Balance Forward (brought-forward balance + recent activity).
  • Filters: include/exclude zero balances, show unapplied credits, group by PO/reference if available.

4) Preview and validate

  1. Click Preview to generate with your settings.
  2. Verify: customer header, aged balances, listed transactions, contact details.
  3. Adjust filters if needed and regenerate.

5) Print or email

  • Print: click Print and select printer or PDF.
  • Email: click Email, confirm recipient address, add subject/body, and send.
  • Recordkeeping: archive the PDF to the customer file if policy requires.

Fixes and FAQs

  • No customers/balances shown: remove the “non-zero balance” filter, extend the period, ensure on-account charges exist.
  • Incorrect aging: check the basis (invoice vs due date) and bucket configuration.
  • Totals mismatch: compare with the customer ledger or transaction list and switch type (Open Item vs Balance Forward).
  • Email fails: verify SMTP settings, customer address, and attachment size.
  • Privacy: confirm the intended recipient and avoid sensitive data in the email body.

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