Printing a contact's documents: statement, ledger, analysis
A contact’s profile produces five documents ready to send or file. The server calculates them from your posted entries: balances, opening carry-forward, invoice ageing. A document whose figures would not match the account balance is never produced, so that a wrong balance is never sent.
Which document for which need
Section titled “Which document for which need”| Document | For | Recipient | Period |
|---|---|---|---|
| Statement of account (customers) | Show the customer their entries, balance and the age of what they owe | The customer | Your choice |
| Payment schedule (suppliers) | Plan your payments week by week | Internal use: “Internal document, do not send” | Fixed: upcoming payments |
| Subsidiary ledger | Every posted entry on the contact’s account, with matching | Your accountant, an auditor, the contact in a dispute | Your choice |
| Account analysis | Indicators, monthly activity, payment delays and year-by-year statistics | Internal use, portfolio review | Fixed: fiscal year and prior years |
| Balance confirmation | Ask the contact to confirm their balance in your books | The contact, at the auditor’s or management’s request | A cut-off date |
The balance confirmation has its own page: Balance confirmation (circularisation).
Produce a document
Section titled “Produce a document”- Open the contact’s profile (Sales → Customers or Purchases → Suppliers, then click the contact).
- Click Print.
- Choose the Template.
- For the statement and the ledger, choose the Period (see below).
- Choose the Format: PDF, Excel or Both.
- Choose the Document language: Français or English.
- For the statement, review the proposed Covering message and edit it if needed.
- Click Download.
Choose the period
Section titled “Choose the period”| Choice | What the document contains |
|---|---|
| Since inception | From the first entry: nothing is brought forward, the whole history is printed. |
| Fiscal year | The chosen fiscal year, starting with its balance brought forward. |
| Dates | The chosen period, starting with the opening balance brought forward from the day before. |
The balance brought forward is the account balance at the end of the day before the period: the opening balance is never counted twice.
PDF or Excel
Section titled “PDF or Excel”- PDF: SynkriaOps layout, A4 portrait, to send as is.
- Excel: a six-tab workbook, Summary, Movements, Open invoices, Aged balance, By month and Payment times. The format to rework figures, filter, or attach to a review file.
The document in the contact’s language
Section titled “The document in the contact’s language”Choose English for an English-speaking customer or supplier: titles, columns, notices and proposed text switch to English. Amounts stay in your books’ currency.
What each document contains
Section titled “What each document contains”Statement of account
Section titled “Statement of account”Your company’s and the customer’s header, the period, the opening balance, the entries (invoiced, paid and credit notes), the amount due, then the ageing of the balance by bracket: not due, 1 to 30 days, 31 to 60, 61 to 90, over 90 days. It is the document that goes with a reminder.
Subsidiary ledger
Section titled “Subsidiary ledger”The posted entries on the contact’s account, with journal, voucher, debit, credit, balance and matching code. One matching code links an invoice to its payments and credit notes. An asterisk flags matching completed after the end of the period.
Account analysis
Section titled “Account analysis”The outstanding balance, the actual 12-month weighted delay against the agreed delay, the risk score, monthly invoiced (or purchased) amounts over two fiscal years, the delay of each settled invoice, and a year-by-year table: invoices, credit notes, collected, average delay, share paid on time.
Payment schedule
Section titled “Payment schedule”Upcoming payments week by week, overdue invoices first, with the running total. It carries the notice “Internal document, do not send”.
Printing on behalf of a client (firm)
Section titled “Printing on behalf of a client (firm)”If you are signed in through the firm space, the document is printed in the name of the firm, on behalf of the company: the dialog says so. This mode is not a choice: it comes from your sign-in.
If printing is refused
Section titled “If printing is refused”The message “This document would not match the account balance: it was not produced, so that a wrong balance is never sent” signals an inconsistency in the data. Support is alerted automatically; retrying will not help. The other templates remain available.