Printing Customer Invoices
A house account is the running tab you let a customer carry and pay off later. Customer invoices prints a house account statement for every customer who still owes you money — all in one PDF — so you can send out a whole month's invoices in a single run.
How Customer Invoices Works
Access requirements. The same Customers permission as the rest of your customer records. View-only access is enough to open the page and generate the report.
Only customers who owed money are included. Anyone whose house account balance was settled by the To date is left out, along with anyone who has no house account activity.
The To date decides who is in the run. Charges dated after the To date are excluded, so a run for last month can't be pulled forward by a purchase made this month.
Balance due is the full amount owed, not just the range. Anything owed from before the From date appears on its own Balance before period line and is included in Balance due. The date range decides which entries are itemized, not how much the customer owes.
One customer per page, in alphabetical order by customer name.
Each statement is the same one you would export from that customer's own page — this just does all of them at once.
Nothing is emailed. The report downloads to your computer to print or mail; it doesn't send anything to your customers.
Where to Access Each Feature
To… | Go to |
Print statements for everyone who owes you | Customers → Customer invoices |
Print one customer's statement | That customer's page → House account → Export PDF |
Check a customer's balance and ledger before you print | That customer's page or drawer → House account |
Printing Invoices for Everyone Who Owes You
In the left menu, open Customers, then click Customer invoices.
Set From to the first day you want itemized on the statements.
Set To to the last day. This is also the date each customer's balance is measured on.
Click Generate report and download. Both dates are required — the button stays greyed out until each one has a date in it.
Wait while the button reads Generating..., then open the downloaded PDF.
Print the file. Every statement after the first starts on a new page, so each customer gets their own sheet.
The file is named customer_invoices_ followed by the date you ran it — not the dates you picked — so a run today and a run tomorrow for the same period won't overwrite each other.
What's on Each Statement
Each page is headed STATEMENT. Your store's name, address and phone print as the return address, then the customer's name and mailing address below it. The page is laid out so that when the sheet is folded in thirds, the customer's address lines up with the window of a standard window envelope.
The summary box in the top right shows:
Line | What it shows |
Date range | The From and To dates you picked |
Balance before period | What the customer already owed going into the From date |
Charges during period | Purchases and debits dated inside the range |
Payments during period | Payments and credits recorded inside the range |
Refunds during period | Refunds dated inside the range |
Balance due | The total owed as of the To date |
Below the summary is the itemized ledger, newest entry first, with these columns:
Column | What it shows |
Date | When the entry took effect |
Reference | The order number for a sale or a refund; - for anything with no order behind it |
Type | What kind of entry it is (see below) |
Amount | Charges as positive amounts; payments, credits and refunds as negative |
The last row of the table repeats Balance due.
Entry Types in the Type Column
Type | What it means |
Sale | A purchase charged to the house account |
Refund | A refund credited back to the house account |
Invoice Payment | A payment you recorded against the balance |
Manual Debit | A manual entry you added that increases the balance |
Manual Credit | A manual entry you added that reduces the balance |
Balance Import | A starting balance brought over when the account was set up |
Blind Return Credit | A credit from a return that wasn't tied back to an original sale |
What It Looks Like in Back Office
If To is earlier than From, nothing is generated. The page comes back with The end date must be on or after the start date. and keeps both dates you entered so you can correct one.
If the report can't be produced, you're taken back to the page you submitted from and see an Export failed message: Something went wrong. Please try again.
Troubleshooting
Generate report and download is greyed out: both From and To need a date in them before the button turns on.
The file downloads but has no statements in it: no customer had an outstanding balance as of the To date.
A customer you expected is missing: either their balance was settled by the To date, or their unpaid charge is dated after it — move To later and run it again.
Balance due is higher than the charges listed on the statement: the customer owed money from before the From date. That amount is on the Balance before period line and is included in Balance due.
A statement prints the customer's name but no address: there's no address saved on that customer's profile. Add one, then run the report again.
You see Export failed: the PDF couldn't be produced. Try generating it again.
Customer invoices isn't in your left menu: you need the Customers permission — view-only access is enough, so ask whoever manages your users to grant it.