In Shop Manager, users can access and export Accounts Receivable (AR) statements from two main locations: directly within a customer profile, or via the Reports tab (under the $ icon). These options make it easy to view and manage all invoices with outstanding balances.
*NOTE: viewing and exporting AR statements are based on current staff permissions.
This article will guide you through how to locate, filter, and export AR statements, so you can efficiently manage your receivables. Read on to learn more.
Table of Contents:
- Accounts Receivable Statements Under the Customer Profile
- Accounts Receivable Statements Under Reports $
- Customers Who Visit Multiple Locations
Accounts Receivable Statements Under the Customer Profile
If you only need to view the AR Statement for an individual customer, one of the ways you can do that is through their Customer Profile by following the instructions below.
- Search for the customer name using the magnifying glass on the left-hand toolbar, or choose the 'Customers' tab
- Once you find the customer profile and have it opened up, scroll to the very bottom
- At the bottom of the customer profile, you will see their Invoices with the total balance due
- Here you can select the option to show invoices with balances due only, if needed
- You may also view the AR statement and/or export the AR statement as a PDF
Please refer to the GIF below on how to navigate and view the AR statements within a Customer Profile and where they are exportable.
Accounts Receivable Statements Under Reports $
Another way to view individual and multiple AR statements is through the Reports $ icon in the lefthand toolbar, then select the Accounts Receivable tab. Here, you can view a list of all unpaid invoices in your shop. There is also the ability to filter and sort the list of invoices, export statements, and even perform batch payments.
Once on the Accounts Receivable page, you can choose to either see all unpaid invoices, a few, or just a single one. You can select invoices by clicking the checkbox in the far left column of the AR list, as shown below.
As you adjust your invoice selections in the list, there are 3 KPIs across the top that will update in real-time based on what invoices are selected. You can view the total amount of the invoices selected, the actual amount due, and then the count of the invoices in the batch. The selected invoice count will also appear within the 'Bulk Actions' button, see image below for reference.
Exporting AR Statements from Reports $
To export AR statements from the Accounts Receivable tab, select the appropriate invoices from the list then choose 'Bulk Actions' and select to 'Print AR Statement' where the selected invoices will download as a PDF file.
Customers Who Visit Multiple Locations
If you’re a multi-shop organization (MSO) with customers who visit multiple locations, note that Accounts Receivable (AR) statements are location-specific. This means you won't be able to view a customer’s full AR history across all locations in a single statement—only invoices associated with the current shop will be displayed.
To view and export all unpaid invoices for a customer with balances at multiple locations, you'll need to switch to or log into each individual shop, then navigate to Accounts Receivable as outlined above. From there, you can export the customer’s AR statement for that specific location.