Process Statement of Accounts in ERPNext
Introduced in Version 13
Process Statement of Accounts is a powerful ERPNext tool that helps businesses send customer account statements and ageing reports in bulk via email. It generates customer-specific PDF reports containing transaction details, outstanding invoices, and receivable ageing information.
This feature helps automate customer payment reminders and improves accounts receivable management by sending statements manually or on a scheduled basis.
To access Process Statement of Accounts:
Home > Accounting > Tools > Process Statement Of Accounts
1. Prerequisites
Before using Process Statement of Accounts, ensure the following requirements are completed:
- Customer records must contain valid contact information.
- A Billing Email must be configured in the Customer Contact and marked as Billing Contact.
- A Primary Email can also be configured if statements should be sent to primary contacts.
- An Email Account with outgoing email enabled must be configured in ERPNext.
Without valid customer email addresses and an outgoing email account, ERPNext cannot send statements automatically.
2. How to Create a Process Statement of Accounts Entry
Follow these steps to configure statement generation:
- Open the Process Statement Of Accounts list and click New.
- Enter a name for the process.
- Configure General Ledger filters such as Company, Date Range, Project, and Cost Center.
- Select customers manually or fetch them automatically using customer grouping options.
- Choose print preferences for the generated PDF reports.
- Configure email settings.
- Save the document.
After saving, you can either send emails immediately or allow ERPNext to send them automatically according to the configured schedule.
3. General Ledger Filters
The report data is generated using General Ledger filters.
Available filters include:
- Date Range
- Company
- Project
- Cost Center
- Customer
When Auto Email is enabled:
- From Date and To Date are automatically generated.
- Filter Duration controls how many months of data should be included.
Project and Cost Center support multiple selections, making it possible to generate highly targeted statements.
4. Selecting Customers
Customers can be added individually or fetched automatically using business classifications.
Available grouping options include:
- Customer Group
- Territory
- Sales Partner
- Sales Person
ERPNext can automatically retrieve:
- Billing Email Addresses
- Primary Contact Email Addresses
You can also enable:
- Send To Primary Contact to include customer primary contacts in addition to billing contacts.
When selecting a parent Territory, Customer Group, or Sales Person, ERPNext automatically includes customers belonging to child records as well.
5. Print Preferences
Process Statement of Accounts allows customization of generated PDF reports.
Available options include:
- Landscape Orientation
- Portrait Orientation
- Include Ageing Report
The ageing section displays outstanding receivables grouped by:
- 30 Days
- 60 Days
- 90 Days
- 120 Days
Ageing can be calculated based on:
- Due Date
- Posting Date
6. Automated Email Scheduling
ERPNext can automatically generate and send statements to customers.
To enable this:
- Enable Auto Email.
- Select a Start Date.
- Choose the email Frequency.
- Configure Filter Duration.
Supported frequencies include:
- Weekly
- Monthly
- Quarterly
The system automatically queues and sends emails through background jobs.
Automatic statements help maintain regular communication with customers and reduce manual follow-up efforts.
7. Manual Statement Distribution
Even when Auto Email is enabled, statements can still be sent manually.
After saving the document:
- Click Send Emails.
- ERPNext queues emails in the Email Queue.
- You can track delivery status through the Email Queue records.
This is useful when statements need to be sent immediately instead of waiting for the scheduled run.
8. Download Consolidated Customer Statements
The Download button generates a consolidated PDF containing statements for all selected customers.
Benefits include:
- Reviewing reports before sending
- Sharing reports internally
- Maintaining offline records
- Auditing customer statements
9. Dynamic Email Templates Using Jinja
Email subjects and message bodies support Jinja templating.
Dynamic values can be pulled from:
- customer object
- doc object
- frappe utility functions
Common use cases include:
- Displaying customer names dynamically
- Showing statement periods
- Adding personalized messages
- Including custom business information
Dynamic templates create personalized customer communications without manually editing each email.
10. Benefits of Process Statement of Accounts
- Automates customer statement generation
- Reduces manual follow-up work
- Improves receivable collection processes
- Provides customer-specific ageing reports
- Supports scheduled and manual distribution
- Offers personalized email communication
- Improves visibility into outstanding invoices
- Helps maintain healthy customer payment cycles
