Manual Customer statement / balance
The Accounts statement screen consolidates, per customer and per period, the total invoiced, paid, advances, the balance due and the outstanding — to be compared against the credit limit before authorizing a new sale.
Overview
The account statement is the financial view of the customer relationship. It automatically aggregates a customer's invoices, delivery notes and payments received / advances over a period, and derives the balance due and the outstanding to monitor.
Business goal
- Consolidate invoiced, paid and advances per customer
- Calculate the balance due over a period
- Track the outstanding vs the credit limit
- Issue an official account statement (PDF)
Target audience
- Accounting — tracks balances and follows up on unpaid invoices
- Sales reps — check the outstanding before selling
- Management — oversees customer credit risk
Position in the cycle
The statement is the financial endpoint of the cycle: it updates after every invoice, delivery note and payment received. The customer record sets the credit limit compared here.
Access and navigation
Left-hand side menu: Customers → Accounts statement.
List of statements
The page lists, per customer, the period's totals: invoiced, paid and balance due. A positive balance due (in red) signals a customer in debt.
| Customer⇅ | Invoiced (incl. tax)⇅ | Paid⇅ | Advances⇅ | Balance due⇅ | ||
|---|---|---|---|---|---|---|
| EL MAZRAA | 103,054.000TND | 75,000.000TND | 5,000.000TND | 28,054.000TND | ||
| ECAR | 41,200.000TND | 41,200.000TND | 0.000TND | 0.000TND |
Table columns
| Column | Description |
|---|---|
| Customer | Party the statement concerns. |
| Invoiced (incl. tax) | Total of documents invoiced over the period. |
| Paid | Total of allocated payments received (green). |
| Advances | Advance payments received not yet allocated (purple). |
| Balance due | Invoiced − paid; red if > 0 = customer in debt. |
Statement detail
The Details action opens the customer's full summary: number of invoices and delivery notes, excl./incl. tax totals, paid, advances and balance due / outstanding.
Statement — EL MAZRAA · 01/2026 → 06/2026
The detail is automatically fed from the customer's invoices, delivery notes and payments received / advances.
Filter by period
The statement is calculated over a period: select the months (month bar) or set a date range in the Search dialog. All the aggregates (invoiced, paid, balance) are recalculated over the chosen interval.
Statement period
Period = snapshot — the balance shown corresponds to the chosen interval. For the actual outstanding "as of today", use a period open through today.
Balance due & outstanding
Outstanding = amount of documents not yet paid by the customer at time T. Compared to the credit limit to decide whether to authorize a new sale.
Balance due = total invoiced − total paid over the period. Exportable as PDF (official account statement).
| Indicator | Calculation |
|---|---|
| Total invoiced | Σ of the period's invoices incl. tax. |
| Paid | Σ of allocated payments received. |
| Advances | Σ of advance payments received not allocated. |
| Balance due | Invoiced − Paid. |
| Outstanding | Documents unpaid at time T (vs credit limit). |
Credit limit
The credit limit set on the customer record is the maximum authorized outstanding threshold. When the outstanding approaches or exceeds it, Swifto can alert before validating a new sales document.
Exceeding the limit — depending on configuration, a sale that would push the outstanding beyond the credit limit generates an alert for the sales rep / accountant.
PDF export
A customer's statement can be exported as PDF: this is the official account statement given to the customer (summary of documents, paid, balance). Excel export of the list is also available for further processing.
PDF statement
Official document per customer, dated over the period, to send for reconciliation / follow-up.
Excel export
List of customer balances exported to a spreadsheet for analysis.
Lifecycle (workflow)
flowchart LR A[Sales invoice]:::p --> R[(Customer statement
invoiced)]:::st B[Delivery note]:::p --> R C([Payment received / Advance]):::ok --> R R --> D{Balance due}:::p D -->|paid| E([Balance = 0]):::ok D -->|outstanding > limit| K([Credit limit alert]):::ko R --> P([PDF export
official statement]):::ok classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d; classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E; classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46; classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;
Business rules
Automatic feed — the statement updates on every invoice, delivery note and payment received; no manual entry.
Balance due = invoiced − paid over the period; advances are tracked separately until they are allocated to an invoice.
Customer currency — amounts and rounding follow the currency of the customer record; the credit limit is expressed in that same currency.
Multi-tenant isolation — each company can only view the statements of its own customers (access controlled by ID, anti-IDOR).
FAQ & Tips
The balance due looks wrong to me?
Check the selected period: the balance only covers the chosen interval. A payment received outside the period will not appear in it.
An advance doesn't appear in the paid amount?
That's normal: the advance is tracked separately as long as it isn't allocated to an invoice. It shifts into the paid amount upon allocation.
Following up with a customer
Export their PDF statement over the unpaid period and attach it to your follow-up: the customer gets the detail of the documents due.
Tip — check the outstanding before selling
Before a new sales order, compare the outstanding to the credit limit to avoid over-indebting the customer.
Swifto ERP · Customer master data · User Manual v1.0
Customer statement / balance — Customers overview · Home