How to Set Up Statement Forms

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Email / Form Setup

To set up the layout of how your statement forms appear when you print or email them, go to System > Setup > Forms Setup > Statement > Display Options and adjust the following options as required.

Be sure to Test how your settings apply as you go.

General

To group outstanding invoice totals on a customer statement according to the date the payment is due, select Due Date under Invoices Overdue Based On.

To group outstanding invoice totals according to the date the invoices were issued, select Invoice Date.

When you have finished adjusting settings, click Save.

Form Title

Enter the title you wish to display in the top right of your customer statements. You may wish to use the default title, 'STATEMENT'.

When you have finished adjusting settings, click Save.

Terms and Conditions

Click Browse / Choose File to upload a PDF of terms and conditions to attach to the end of the form. Please note compressed PDFs do not upload.

You can then select to append the PDF to the form automatically when Printing and / or Emailing the form. Select Attaching to append the PDF to the form automatically when you click Attach in the Forms tab when printing or emailing the form.

When you have finished adjusting settings, click Save.

Go to System > Setup > Forms Setup > Statement > How To Pay to set up the How To Pay section on your customer statements, including the appearance of the section and the payment claim message, as well as the included payment options.

Be sure to Test how your settings apply as you go.

Set up display options for the How To Pay section

Select from the following options to adjust how the How To Pay section appears on customer statements:

How To Pay Section Height	Enter the required height in millimetres to fit your payment option details.
Payment Claim Message	Enter text to appear at the top of the How To Pay section.
BPay Biller Code and BPay Accepts Credit Card	AU only: If you accept payments via BPay, enter your BPay Biller Code to appear in the How To Pay section. If you allow BPay users to pay your invoices with a credit card, select Yes under BPay Accepts Credit Card.

When you have finished adjusting settings, click Save.

Set up display options for payment options

To assign payment options to display in the How To Pay section on customer statements, as well as information about the customer and payment due, select the field under Options Assigned, then click Add Fields.

You can then reorder these fields using the grey drag handles to the left. To remove fields you do not wish to display, click the icon.

If you have selected to include Credit Card, Mail, and / or Direct Deposit as payment options, you can then format how they appear in the section.

Be sure to Test how your settings apply as you go.

When you have finished adjusting settings, click Save.

Credit Card

If you have assigned Credit Card as a payment option, select from the following options to adjust how it appears in the How To Pay section on customer statements:

Show Credit Card Form	You can display fields to collect specific customer credit card details, such as the credit card number and card holder's name. Select: With CVV to display a field to capture the credit card security number. No CCV if you do not require the security number. Off to hide the fields. This is useful if you require customers to pay using credit cards either online or over the phone.
Card Type	Enter the credit card types you accept, such as MasterCard, Visa, Diners Club and / or American Express.
Customise Message	If you have registered for and set up Simpro Premium Payments, and you have set up for customers to be able to pay through the customer portal, select Off to display the Simpro Premium Payments web address for online payments and your company phone number for credit card payments over the phone. Learn more in How to Use Simpro Payments - NZ only and How can your customers use Simpro Payments?. Alternatively, select On to manually enter credit card payment instructions in the Message text field.

When you have finished adjusting settings, click Save.

Mail

If you have assigned Mail as a payment option, select Off under Customise Message to display default text in the How To Pay section instructing customers to send a cheque payment to your company's postal address.

Alternatively, select On to manually enter payment by mail instructions in the Message text field.

When you have finished adjusting settings, click Save.

Direct Deposit

If you have assigned Direct Deposit as a payment option, select the fields you wish to display for direct deposit / credit payment details from the Columns Assigned drop-down list, then click Add Column.

You can then reorder these fields using the grey drag handles to the left. To remove fields you do not wish to display, click the icon.

When you have finished adjusting settings, click Save.

US only: If you use Simpro Premium in the United States, the term 'Direct Credit' is used instead of 'Direct Deposit'.

To set up the email template to appear when you email a statement to a customer:

1. Go to System > Setup > Forms Setup > Statement > Email.
2. Under Use Default Settings:
   • Clear the check box to Customise statement email settings.
   • Select the check box to use settings defined in System > Setup > Forms Setup > General > Email Setup, including Request Read Receipt, Send CC of Email to Current User, From Name, From Address and CC to (email addresses separated by commas). Learn more in Email Setup sub-tab.
3. Under Email Template, adjust the default email Subject and Body to appear every time you send the form:
   • Adjust text in the email Body using the formatting options, for example, bold, italics, or underline, at the top of the text box.
   • Use the [projectType] field in Subject, so that if the Show as Estimate option is selected, the email subject updates to Estimate. Also, any reference to Quote in the form template is replaced with Estimate.
4. To insert information from Simpro Premium into the email template so that it is automatically retrieved from the system when you email the form, click to include the information in the Subject or Body, then click the field of information in the Insert Field list.
   • For example, rather than typing out your company email, click to insert the Company Email field to automatically retrieve the email address from System > Setup > Company.
5. When you have finished adjusting the email template and settings, click Save.

Note that some details, such as site fields and work order number are specific to work orders and shall not populate in the body of email sent from the Work Order invoice.

If you have entered text in System > Setup > Forms Setup > Email Set up > Email Template > Body, it is automatically added to the body text in this email template when you email a form.

Customise statement email settings

When you clear the Use Default Settings check box, you can customise your statement email settings with the following options:

Request Read Receipt	Select On to automatically request that the email recipient confirm their receipt of your email.
Send CC of Email to Current User	Select On to CC the logged-in Simpro Premium user sending the email. This sends the email to the primary email address entered in the user’s employee card file. The secondary email address is not used.
From Name	Enter the sender name to appear to the recipient of the email when sent from any Simpro Premium user. If left blank, the email uses the logged-in Simpro Premium user’s name as it appears in their employee card file.
From Address	Enter the sender’s email address to display to the recipient of the email when sent from any Simpro Premium user. The email address used in this field is that which the recipient can reply to. If left blank, the email sends from the logged-in Simpro Premium user’s primary email address located in their employee card file.
CC to (email addresses separated by commas)	Enter the email addresses, separated by commas, that you wish to receive all forms of this type emailed from Simpro Premium. This is the default CC. You can also select additional CC in a job in the Forms tab.

When you have finished adjusting settings, click Save.

You can set up which columns of information display on a customer statement for each outstanding invoice.

To set up the columns to display on a statement:

1. Go to System > Setup > Forms Setup > Statement > Columns.
2. Select the columns of information you wish to display for each outstanding invoice from the Columns Assigned drop-down list, then click Add Fields.
3. You can then reorder these columns using the grey drag handles to the left.
   • To remove columns you do not wish to display, click the icon.
4. Click Save.

Be sure to Test how your settings apply as you go.

To test how your form settings apply to a real statement as you update them:

1. Go to Reports > View Reports > Sales > Aged Receivables.
2. Adjust filters as required, then click Search.
3. Select the check boxes next to the customers you wish to print / email a statement to.
4. Scroll to the bottom of the page and select Statement from the Print Options drop-down list.
5. Under Action, click Print. Each statement opens in a new tab.
6. Return to the Simpro Premium tab and go to System > Setup > Forms Setup > Statement.
7. When you update your form settings and save a change, return to the new tab/s displaying the statement form/s and refresh the page to view how the updated settings have changed the layout.

Learn more in View and email the customer statement.

Need additional help?

Try Walk Me Through, our step-by-step guidance tool, to set up statement forms.

In Simpro Premium, go to Help > Walk Me Through and search Statement Forms Setup.

Learn more in How to Use Walk Me Through in Simpro Premium.