Statements
Requires. Billing Information Page with View on the customer's location.
A statement in SecurityTrax is a snapshot of a customer's account activity over a time period — every invoice issued, every payment received, running balances, and aging summary, combined into one printable PDF. You use statements when a customer asks for "the last three months of charges," when your accounting team does month-end customer packets, or when you're preparing a collections case and want to document what they've been billed.
Statements are generated on demand from accounting data. They're saved to the customer record once generated, so you can re-open or re-email the same statement later.
Getting here
- Click Accounting → Statements in the customer's accounting sub-nav. The tab shows a count of previously generated statements.
- Or navigate directly to
/customers/{id}/statements.
The statements list
The list shows every statement previously generated for this customer, most recent first:
- Statement ID / number.
- Period end date — the "as of" date the statement was run for.
- Date generated — when SecurityTrax created the statement.
- Total invoiced in period — charges during the statement window.
- Total paid in period — payments during the window.
- Closing balance — what the customer owed at the period end.
- Status — active or archived.
Click any row to open the statement's detail page.
Generating a new statement
Click + New Statement (button on the list toolbar). The create form typically has:
| Field | Required? | Type | Validation | Notes |
|---|---|---|---|---|
| Period start | Yes | Date picker | — | Oldest date to include on the statement. |
| Period end | Yes | Date picker | ≥ Period start | Newest date to include. The statement's "as of" date. |
| Include paid invoices | No | Checkbox | — | When checked, statement includes invoices fully paid in the period. Otherwise only outstanding items. |
| Include unapplied credits | No | Checkbox | — | Includes unapplied-credit summary. |
| Message | No | Text | — | Optional note printed on the statement (e.g. "Thank you for your business"). |
Click Generate. SecurityTrax pulls the invoices and payments in the window, produces the statement, and adds it to the list.
Viewing a statement
Click any statement to open its detail page (customers.statements.show). You see:
- Statement header — customer name, address, period, your company's info.
- Opening balance — what the customer owed at the start of the period.
- Line items — every invoice and payment during the period, chronologically.
- Aging snapshot — how the past-due amounts break down by bucket.
- Closing balance — what the customer owes now.
- Toolbar actions — Print, Download PDF, Email to customer.
Emailing a statement
From the statement detail page, click Email Statement. A dialog captures the email address (pre-filled with the customer's primary email if available) and an optional message. Click Send — SecurityTrax emails the PDF and logs the send in the customer's Messages list.
Printing or downloading
- Print — opens your browser's print dialog with the statement rendered to print-friendly format.
- Download — downloads the PDF directly to your device.
Archiving old statements
Statements with status Archived are hidden from the default list. You typically archive when the statement is stale (e.g. you've regenerated a superseding statement for the same period) but you want to keep the audit record. The archive happens at admin level, not from this page.
When to use a statement vs. just sending the invoice
- One outstanding charge — just send the invoice from Invoices.
- Customer dispute over a specific payment — send the payment record from Payments.
- Customer asks for "everything for the last six months" — generate a statement for that period.
- Month-end packet for all AR customers — your admin may have a bulk statement generation job.
- Collections documentation — generate a statement covering the full delinquency period.
Related
- Accounting — Transactions — the live transactions feed statements are built from.
- Invoices — the charges that appear on statements.
- Payments — the payments that appear on statements.
- Messages — emails sent to the customer, including statement emails.