Creating a Customer Statement

This article describes how to create a statement of transactions you can send to your customer. You can create a list of open invoices, or a list of all transactions for a given date range.

HawkSoft enables you to print a statement for a client including the customer's balance, payments applied, credits, invoices with current balance due, and any amount that is past due. Past due amounts are displayed at the bottom of the statement, including balances at 30, 60, and 90 days past due.

Additionally, HawkSoft enables you to print a statement including all invoices, payments, and credits created within a date range.

To create a customer statement

Retrieve the client.
Click Action, and then select one item in each of the first three lists to describe what prompted this transaction.
Select Trust Accounting > View Transaction List.

The Transaction List window opens.
Click the Create Client Statement button.

The Create Summarized Client Statement dialog opens.
Select one of the following filter options:
- All Open Items – The statement will include all open Invoices, the current balance for each invoice, and all unapplied credits.
- Open Invoices only – The statement will include all open Invoices, and will show the current balance for each invoice.
- Transactions Between Dates – Select the Start Date and End Date for all invoices, payments, and credit memos (open and closed) to be included in the Statement.
Optional: If you want to print the statement after creating it, check the Print Statement box.

When checked, the statement opens as a PDF in a new window, with the print dialog already opened. Confirm the correct printer and print settings, then click "Print".
Optional: If you want to email the statement after creating it, check the Email box.

An "Attachments Queued for Email" pane will then appear on the Action Menu, listing the transaction(s) to send. From there, click Send Now to draft the email immediately, Cancel Email to cancel it, or continue working in the Action Menu — HawkSoft will open the email dialog when you click Finish.
Click Create Statement.
The Create Acct Summary Statement Saved dialog opens.
Click Close Window.
Close the Transaction List window.

The Action menu opens.
Click Finish.

The Finalize Log dialog opens.
Optional: Add client tags and Tasks, as needed.
Add log comments and create a Task as needed, and then click Save Log.

The customer statement is attached to the Log Note you created, and is available in the client Attachments List.

For steps to print or email the statement to the customer, see Attachments Overview.

To create statements for multiple customers

HawkSoft enables you to create statements for multiple customers as a batch statement.

Batch Client Statements will create a separate statement for each client and attach it to a log note on the client. You can print the client statements from the End of Period Processing and Reporting window, or from the individual clients.

Click Accounting > Trust Accounting from the main HawkSoft menu bar.
OR
In the HawkSoft Browser App, click Trust Accounting.
Click Customer Accounts and select Summary Report.
Optional: If you want to create statements for specific customers, select any number of customers using the checkboxes.
Click Create Client Statements.

The Create Client Statements dialog opens.
Select one of the following filter options:
- All Open Items – The statement will include all open Invoices, the current balance for each invoice, and all unapplied credits.
- Open Invoices only – The statement will include all open Invoices, and will show the current balance for each invoice.
- Transactions Between Dates – Select the Start Date and End Date for all invoices, payments, and credit memos (open and closed) to be included in the Statement.
By default, HawkSoft will create statements with All Open Items on the selected clients.
Select Activity Tags and/or enter text that will create a Log Note on each client you are creating a statement for.
When you are finished, click Create Statements.

HawkSoft displays the status of each statement created. Click ↻ Refresh to update the status. HawkSoft creates a log note on the Client tab of each selected client, with an attached customer pdf statement. Any statement that does not contain any transactions is not created, and shows as Skipped. Any statement HawkSoft is not able to create shows as Failed. You can ↻ Retry failed batch statements to tell HawkSoft to try again.

Click the large Download button to view a pdf containing all of the statements, or click the Download button next to each client to open a pdf with just that statement.

To view previous Batch Customer Statements

You can view batch statements that you have previously created, and print a copy of statements from this list.

HawkSoft Administrators can see batch statements created by all users.

Click Accounting > Trust Accounting from the main HawkSoft menu bar.
OR
In the HawkSoft Browser App, click Trust Accounting.
Click Customer Accounts > Batch Client Statements.

The Batch Statements List opens, displaying previous batch statements and detail about when and how they were run.

Click the Download button to view a pdf containing all of the statements on a specific Batch Statement, or click on the Job # to view details about that Batch Statement.

Batch Statements have a Status of Done once HawkSoft has attempted to create each statement. A summary of each Batch Customer Statement is retained indefinitely, while detailed data, including the ability to print all of the included customer statements, is retained for one year. All statements are retained on the client indefinitely.

You can open a client from the batch statement detail by clicking on their Customer ID.