How to create a Debtors Statement

Learn how to track outstanding Tax Invoices and Credit Notes by generating a Debtors Statement in Farm Focus.

What is a Debtors Statement?

A Debtors Statement is a report that helps you monitor outstanding Tax Invoices and Credit Notes for your customers. You can generate this report for any period in which you have created Tax Invoices in Farm Focus. The report can be downloaded as a PDF or printed for record-keeping and customer communication.

Steps to create a Debtors Statement

1. Go to Reports > Debtors > Debtors Statement.                                                                                                                                         

2. Select the Customer you wish to generate the report for.                                                                                                                             

3. Choose the timeframe for the report.

4. A list of all Tax Invoices (INV) and Credit Notes (CN) within the selected timeframe will appear in the order they were generated.

5. Review the balances:

   • The opening balance reflects any outstanding amounts before the selected period.

   • The closing balance is the total outstanding amount, including all transactions within the timeframe.

   • All amounts are GST inclusive to display the correct total owing.                                                                                                      

6. To create a copy, click the Print icon in the top right corner. This generates a PDF file labelled with the Debtor’s name and the date for easy record-keeping.

7. The printed statement includes your business logo, GST number, contact details, and payment information.

Additional Information

• You can generate this report for any period. If the account has been fully paid on time, both the opening and closing balances will be $0.00.

• The Debtors Statement does not have a direct email function. You will need to download the report and manually attach it to an email.