Vendor Statements series: this is part 3 of 5. Work through them in order the first time.

1. Set Up Vendors for Vendor Statements
2. Add and Manage Vendor Bills and Credits
3. Create, Pay, and Finalize a Vendor Statement (this article)
4. Export Vendor Statements to Your Accounting System
5. Create Vendor Bills From Van Line Statements (UniGroup and Atlas)

Overview

A vendor statement groups a vendor's bills and credits for a date range, like a weekly or monthly settlement. You record payments against it, then finalize it to lock it and make it ready for export.

In this article, you'll learn how to:

• Create a statement
• Review and print it
• Record a payment
• Finalize it

Step 1: Create a statement

1. Open the vendor and click the Statements tab.
2. Click + New Statement.
3. Enter the Start Date and End Date. The start date fills in as the day after the vendor's last statement, and you can change it.
4. Click Save.

The statement includes all of the vendor's transactions dated in that range that aren't already on another statement.

Note: Bills and credits dated after you create the statement aren't added on their own. Use ⋮ → Add to open statement on the transaction (see Add and Manage Vendor Bills and Credits).

Step 2: Review the statement

1. On the Statements tab, click the Statement ID. The statement page lists its transactions, its status, and its balance.
2. Click the ⋮ next to the statement dates and choose View statement to see the statement document, with an earnings breakdown for each project.
3. Use Print statement or Download statement to share it with the vendor.

Step 3: Record a payment

1. On the statement page, click + Add Payment.
2. Enter the payment details and click Save.

The statement's Payments and Balance update. A statement moves from Unpaid to Paid once its balance is paid.

Note: + Add Payment is greyed out on a finalized statement ("Cannot add payments to a finalized statement") or a statement with no bills ("Cannot add payments to a statement without bills"). Record payments before you finalize.

Step 4: Finalize the statement

1. On the statement page, click the ⋮ next to the statement dates.
2. Choose Finalize statement.
3. Read the message in Finalize Statement? and confirm.

Finalizing prevents any edits to the statement or the transactions on it, and it can't be undone. Once finalized, the statement is ready to export: Export Vendor Statements to Your Accounting System.

⚠️ Important Notes

• You can't finalize before the statement's end date has passed: "Cannot finalize statements until end of statement period."
• A statement with payments can't be deleted. A finalized statement can't be changed or deleted.
• To leave a bill for a later statement, hold it before you finalize (see Add and Manage Vendor Bills and Credits).

FAQ

Can two statements overlap?
Yes, the dates can overlap. A transaction can only be on one statement, though, so the newer statement only picks up transactions that aren't already on another one.

A bill I expected isn't on the statement. Why?
Check the bill's date. It must fall inside the statement's dates, and it must not be on another statement or on hold.

I finalized a statement by mistake. Can I undo it?
No. Reply to support and we'll help you decide the best next step.

Next: Export Vendor Statements to Your Accounting System

Related articles: Vendor Statements

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