Statement of account, August 2026
Statement of account
A packaging supplier sends this to a grocer on the last day of the month. It settles nothing on its own; it exists so two ledgers can be made to agree before anybody chases anybody.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Supplier letterhead
- Repeated on both pages with the credit control email, because a statement is normally scanned and forwarded rather than kept whole.
- Period, account, opening and closing
- The four figures a credit controller reads first, showing whether the account grew or shrank over the month.
- Account holder and terms
- The buyer entity, the accounts payable contact, the credit limit in force and the payment terms the ageing is measured against.
- Remit to details
- Bank account, the reference to quote and where to send the remittance advice, so a payment can be allocated on arrival.
- Movements table
- Ten dated lines from balance brought forward to month end, each with its reference, a charge or a credit, and the balance after it.
- Ageing summary
- Current, thirty, sixty and ninety day columns with a total, and a second row showing each bucket as a share of the balance.
- Note on the queried invoice
- Identifies the held invoice, the date it was queried, the reason given, and the two outcomes available.
- What to do with this statement
- Four numbered actions: reconcile by reference, pay the current column by the due date, send a remittance, and raise queries in writing before the due date.
- Closing note
- States plainly that this is not a tax invoice and how to get copies of anything listed on it.
Clauses in this document
What makes this document work
The balance moves in front of you
A running balance sits beside every charge and credit, so a figure that looks wrong can be traced to the single line that caused it rather than argued about as a total.
The ageing is the whole point
Four buckets and a percentage row underneath turn one closing figure into a decision: how much is not yet due, how much is late, and how late.
The stuck invoice is named
The sixty day amount is not left as an anonymous bucket. It carries its invoice number, its date, the reason it was held and what happens next either way.
Questions people ask
What is a statement of account?
A summary of everything that moved on one customer account over a period: invoices raised, credit notes issued, payments received, and the balance left. It repeats detail that already exists on other documents.
Can a statement be used to claim GST credits?
No. A statement is not a tax invoice and this one says so in the last paragraph. The tax detail lives on each individual invoice, which is why the references are printed beside every line.
What do the ageing buckets mean?
Current is inside the payment terms. Thirty, sixty and ninety day columns count from when each invoice fell due, not from when it was raised, which is why an invoice can appear at sixty days in a month it was never issued.
What if the statement disagrees with our ledger?
Match the references before the amounts. Nearly every difference is a credit note the buyer has not entered or a payment allocated against the wrong invoice, both of which show up as a reference on one side only.
What does the movements table show?
Every transaction in the period, in order, from the opening balance to the closing one. This statement lists invoices, credits and payments in a single table. A customer reconciling against their own ledger works down that column, and it is the fastest way to find the one document neither side has recorded.
What should the customer actually do with the statement?
Reconcile it and pay the aged amounts. This statement closes with a section saying exactly that, naming the remit to details and the terms. Statements often arrive and sit, because they are not invoices, and one instruction line is what turns the document into a payment rather than a filing.
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