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Statement charges
Solution No. 338

How to create a new statement charge
How to edit an existing statement charge

Existing statement charges
Add/edit statement charge


Simply put, a statement charge is another way to bill a customer for an item or service that doesn't require a full invoice. Sometimes sales don't really warrant a full invoice - it's time consuming and wasteful to make up an entire record just for a single purchase, or for a one-time late charge, or any other single payment that won't likely be repeated. Contrarily, recurring services don't often require full invoices for each recurrence either, so a statement charge can be used to simplify that process too.  Method allows you to add your own statement charges that will later be synced with QuickBooks, and to edit existing statement charges already within Method. Here's how to do both!

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How to create a new statement charge

  1. From your Method CRM, go to Customers > Statement charges, or choose a customer from your Existing customers list, scroll down to the Transactions sub-tab, click on New transaction and select Statement charge.  Both of these options will open the Add/edit statement charge screen.
  2. Choose the customer you want to associate this charge with from the Customer drop down menu.
  3. Choose the account that will handle the charge from the Accounts drop down menu. By default, the only option available in Method is Accounts receivable.
  4. Choose an item that reflects the good or service this charge is related to from the Item drop down menu. This will auto-fill the Rate field with the information already associated with this item.
  5. Update the Quantity field if necessary by filling in a different number than the default (1). Pressing tab will update the Amount field.

    TIP: By default, QuickBooks will assign a Reference number to this statement charge following a sync, so initially this field will be blank (but it will be auto-filled if you choose to edit the charge later; see below).
  6. If you want to, you can include a Description of this statement charge. This isn't necessary, but it's helpful to include as much information as possible when building out any record in Method - a full description of a statement charge will help build the trail of breadcrumbs that will give you vital details about your interactions with a particular customer.
  7. Click Save to save the information in the fields above, or Save & New to save the information and clear the fields. Both options will mean the statement charge will now be visible in the Existing statement charges grid to the left.

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How to edit an existing statement charge

  1. Follow step 1 from above.
  2. From the Existing statement charges grid to the left, choose the statement you wish to edit and click select next to it. This will populate the fields to the right with the pertinent information associated with that charge.
  3. From here, you can alter any of the information in any field.
  4. Click Save to save the information in the fields above. This updated information will now be associated with the charge record in the Existing statement charges grid. Clicking Save & New will do the same thing as well as clear the fields in preparation for another sales receipt.

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Screen overview

The following is a breakdown of the Add/edit statement charges screen. We'll take a closer look at each element of the screen (drop down menus, buttons, etc.) so you know exactly what each element does. We hope this will be a useful "glossary" of sorts for new users!

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Existing statement charges

As you can see, the screen is divided in half between the Existing statement charges grid on the left and the New/Edit statement charges fields on the right. Let's start by taking a closer look at the Existing statement charges grid.

Of course, this grid functions the same way as other grids in Method (see our article on Grid functionality for more information). And, as usual, the Filter by view drop down menu is unique to this grid.

  • All statement charges: This will display all statement charges currently saved in Method.
  • Non-posted statement charges: This will display all statement charges that have yet to be posted.
  • Today's statement charges: This will display all statement charges for today's transactions.

You can also search and sort the grid based on reference number, date, and customer:job denotation.

  • Reference number: When you create a new statement charge, QuickBooks assigns it a unique reference number that allows you to search for the charge using this header.
  • Date: Type a date into the writable field above this column to search for all charges posted on that specific date.
  • Customer:job: Use this field to search for the charge by which customer or job is associated with the charge.

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Add/edit statement charge

Let's take a look at the requisite fields required to either create a new statement charge or edit an existing one. Bear in mind that editing just requires you to change the information you want to change - as long as the fields with the red asterisk next to them are filled out, Method will save the record!

  • Customer: This drop down list will allow you to choose the customer to whom you will associate this statement charge.
  • Account: The only option in Method out of the box is "accounts receivable"; any further options will be kicked over from your QuickBooks.
  • Item: This is the product or service you are charging for. Choosing from this drop down list will automatically generate rate and quantity.
  • Rate: The rate at which you are charging money for the good or service.
  • Quantity: The quantity of good or service you are charging for.
  • Date: The date of the transaction. This will generate a clickable calendar from which you can choose a relevant date.
  • Reference number: This is typically auto filled by your QuickBooks, but you can choose to change the reference number manually.
  • Amount: The total amount of the transaction.
  • Description: This writable field allows you to include detailed notes about the transaction.

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As usual, you will find some familiar buttons at the bottom of this screen that offer you other options to be had. They are as follows:

  • Delete: This will delete the current statement charge. You can't undo this.
  • Save: This will save the current statement charge and allow you to keep making changes.
  • Save & New: This will save the current charge and clear the fields to prepare for a new statement charge.
  • Clear & New: This will clear the fields without saving.

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