Customer Statements are a very useful way to retrieve information about your customers' house accounts. You can view any of the available statements as a summary or a detail, and you can choose to generate a statement for just one customer or for any and all customers with an outstanding balance above the set "Minimum Balance..." value.
To open the Customer Statements window:

  1. From the Main Menu, choose Customers | Customer Statement.

Figure 10-13


  • Current Form –Displays the Customer Statement format that will be used.
    • Click on the "..." button to the right to change the form.
  • Closing Date – Enter today's date for a current report, or enter another date to print a previous day's statement.
  • Number of Days of History to Print – Determines how far back MicroBiz will search.
  • Minimum Balance to Trigger a Statement –Any customers with a balance below this setting will not have statements generated.
    • Only used when printing statements for all customers.
  • Include Credits – Enable this option if you want store credit transactions to appear on the statement.
  • Print Invoices with Zero Balance on Statements –With this option unchecked, MicroBiz will only list outstanding invoices on the statement.
    • Enable this option if you want to see all invoices on the statement.
  • Include Mailing Label –Includes a mailing label insert on the customer statement print out for windowed envelopes.
    • The mailing label insert is formatted for envelope template #9, double window envelopes.
  • Include Return Label –Includes a return label for customers to return their payment. The return label includes the total amount due and payment due by date.
    • The return label insert is formatted for envelope template #9, double window envelopes.
  • Summary/Detail –Sets the amount of information on the statement.
    • Choose Summary if you only want to see a list of invoices.
    • Choose Detail if you want to see invoices and the items belonging to each.
  • One Customer –Print a statement for one customer only.
    • You will be prompted to select the customer once you choose this option.
  • All Customers –Print a statement for all customers that have a balance above the "Minimum Balance" level for the "Closing Date."
    • You can choose the order in which Customer Statements are printed by selecting from options 4-7 to the right.
  • Print –Click here to start printing the statement(s).
    • If making a statement for one customer, MicroBiz should print it right away.
    • If making statements for multiple customers, MicroBiz will give you a series of prompts to simplify this procedure.
      • A couple of these prompts will give you the chance to cancel printing statements (in case MicroBiz finds too many to print).
      • One prompt will allow you to recalculate customer's balance due before proceeding. Although it is advised that you recalculate customer balances regularly (including at this prompt), it is not necessary.
  • Exit – Closes the Customer Statements window.
  • Set Printer – Allows you to change the printer used for statements.
  • Customize – Allows you to change the form used for statements.
  • Preview –Displays the statement on your computer screen instead of sending it directly to your printer.
    • This option is only available when printing statements for "One Customer."


Sample Customer Statement

In this section we will go over a sample customer statement. The following customer statement was generated with the following options:

  • Include Credits – Enabled
  • Print Invoices with Zero Balance on Statements – Enabled
  • Include Mailing Label – Enabled
  • Include Return Label – Enabled
  • Detail
  • One Customer

Figure 10-14


  • Date – Displays the date the transaction was processed.
  • Invoice # –Displays the invoice number of the transaction.
    • If viewing a detail report, may also list item SKUs on invoices.
    • "ACCT" refers to an account payment.
    • "BAL9" refers to a payment from the Front Register by typing "CREDIT."
  • Charges –Displays the amount charged to account.
    • If viewing a detail report, may also list item descriptions on invoices.
  • Total Paid – Displays the amount collected from payments on the invoice.
  • Payments – Displays payments made at the Post screen.
  • Inv Ref # – Displays the invoice number to which the payment was applied and references voided/returned invoice numbers.
  • Fin. Charge – Displays the finance charge associated with invoices.
  • Balance/Qty – Displays the outstanding balance on invoices.
    • If viewing a detail report, may also list item quantities on invoices.
  • Remarks/Price –Gives brief description of the transaction listed.
    • If viewing a detail report, may also list the price of items on invoices.
  • Ext. Amt –The extended amount is the quantity multiplied by the price.
    • Used for detail report only.


Statement Summary

At the bottom of each statement is the summary for the selected customer.

Figure 10-15

  • Current – The amount due that has been outstanding for less than 30 days.
  • 30 Days – The amount due that has been outstanding for 30-59 days.
  • 60 Days – The amount due that has been outstanding for 60-89 days.
  • 90 Days – The amount due that has been outstanding for over 89 days.
  • Amount Due – The total outstanding amount due.
  • New Payments –The total for all payments on the current statement.
    • This, and the next 3 fields, are called "New" because statements are generated for specific date ranges.
  • New Finance Charges – The total for all finance charges on the current statement.
  • New Charges – The total for all charges to account on the current statement.
  • New Balance – The total for all outstanding balances on the current statement.


Recalculating Customer Balance/Credit

If your Front Register is displaying an incorrect figure for either Balance or Credit then you can recalculate these features from within MicroBiz.
This process can be done for an individual customer or for all customers at once.

Figure 10-16


 To recalculate the balance due (House Account) for all customers:

  1. From the MicroBiz Main Menu, click on Tools | Reindex/Clean and Pack etc. | Recalc Customer Balance Due.
    • It is recommended, but not required, that no other users be using the program while the recalculation is taking place. Click OK to proceed or Cancel to cancel the process.
  2. If any changes were made then you will be notified and prompted to view a variance report.
    • If no changes were made then you can just click OK to complete the process.

To recalculate the credit balance (Store Credit) for all customers:

  1. From the MicroBiz Main Menu, click on Tools | Reindex/Clean and Pack etc. | Recalc Customer Credit Balances.
    • It is recommended, but not required, that no other users be using the program while the recalculation is taking place. Click OK to proceed or Cancel to cancel the process.
  2. If any changes were made then you will be notified and prompted to view a variance report.
    • If no changes were made then you can just click OK to complete the process.

Figure 10-17


To recalculate the balance due or credit balance for a single customer:

  1. From the Front Register, load a customer.
  2. The current Balance and Credit figures are displayed in the upper-right hand corner. To recalculate either one of these, just double-click inside the desired window.
    • You will be prompted to click OK to continue to Cancel to cancel the process.
    • Click OK when done.
  3. The updated figure should now be displayed.