How to send a statement in MYOB

Pick the statement type that fits what the customer needs to see. MYOB offers two. The Invoice type lists every invoice still unpaid as at a date you choose. The other type covers a date range instead, listing all invoices and payments in it with a running balance on the customer's account.

Get the look and wording sorted before a big send. Business details, payment details and your logo for the statement header and footer are set in Sales settings. The default email text lives there too, on the Email defaults tab under Default statement email. That default text has to be plain free text, because email variables can't be used in it.

1. In the Sales menu, choose Customer statements.
2. Choose the Statement type.
3. For an Invoice statement, enter the Statement date, and tick Only include invoices up to statement date if later invoices should be left off. For the other type, enter the From date and To date.
4. In the Customer field, choose one customer or All. Deactivated customers are listed as well as active ones.
5. To list customers who owe nothing as well, select Show $0.00.
6. Tick the customers to send to, or tick the box at the top of the list to select everyone shown.
7. Click Email, and change the email text if this send needs different wording.
8. Choose the statement Template.
9. Click Send statements.

To print or keep a copy instead, click Download PDF after selecting the customers. Choose Use default template, or Choose template to pick another one. The statements download as PDFs inside a ZIP file.

Each selected customer is emailed their statement as a PDF, using the template you chose. What appears on it follows from your settings on the page: an Invoice statement shows the invoices outstanding as at its date, and leaves off invoices dated later if you ticked that option, while a date range statement shows the activity within the range and the balance as it moves.

A statement is there to help the customer keep track of their account and how much they owe you. MYOB describes statements as something businesses usually send on a regular cycle, such as monthly. If a customer needs it again, run the same steps for that customer.

No Download PDF or Email button means no customer is ticked yet. A customer missing from the list may be one with nothing owing, so try including zero balances.

If you use AccountRight on the desktop, go to the Sales command centre and click Print/Email Statements, which needs a Sales role. Use the To Be Emailed tab, set the type and period, tick the customers and click Send Email. Advanced Filters lets you include zero balances or pick a different statement form. There's no print preview there, and one of MYOB's suggested ways to see a statement first is to email it to yourself.

Desktop statement forms are changed under Setup menu, Customise Forms, on the Statements tab: choose the statement form type, select a form and click Customise to add a logo, colour or a text box with your direct deposit details. To make your form the default, open Print/Email Statements, click Advanced Filters and choose it as the Selected Form for Statement. If your form isn't offered, check you customised the same type of statement you're sending.