What is a debtors statement?

A debtor’s statement (also called a customer statement or statement of account) is a summary document that shows all the transactions between a business and one of its customers (debtors).

A Statement summarises financial transactions—including invoices, payments, credits, and refunds—over a specified period, helping account holders stay informed and manage payments effectively.

The purpose of the statement to debtors is to make sure that customers are aware of what they owe the business. It can also act as an invoice so customers can see if they are charged the right amount of money making sure there are no errors.

What it typically includes:
Customer details – name, address, and account number.
Statement period – for example, 1 September to 30 September 2025.
Opening balance – how much the customer owed at the start of the period.
Transactions – invoices, credit notes, and payments during the period.
Closing balance – the total amount still owed at the end of the period.
The aging breakdown of the outstanding balance.

Statements produced by PFIM

Statements can be sent directly from the PFIM program and no printing is needed.

To generate statements :

select REPORTING

then DEBTORS

then click on Statements.

Blue Buttons explained:

PRINT = Print a statement for the selected Debtor

SEND = will email the statement to the selected debtor or if no debtors were selected, will send to all debtors.

PRINT INDIVIDUALLY = will print statements (create pdf’s) for all debtors.

Who receives the e-mailed statements?

When you set up the contacts for Debtors, you can indicate which documents the contact can receive via email.

You set the contacts you will receive statements there and then these statements when emailed to go to the persons setup to receive in the debtors contacts