Statements and lines

Billing Operations should compare each statement line with its product and service period before recording that a statement was sent. Where a line links to a schedule, check the schedule dates as well. The statement total gives Collections a starting amount, while the paid amount and balance show what remains after recorded payouts.

A line correction belongs with its statement before issue. After a payout, Collections checks the payout amount and status against the same statement rather than assuming that a sent statement is still wholly unpaid.

• Statement header. Use the account, run, issue date, due date and terms to make the period and payee context clear.
• Line detail. Tie each product line to its service period and schedule where applicable.
• Balance view. Compare the statement total, amount paid out and balance due after payout records are applied.

Choose who owns statement preparation and who may change terms after issue. Agree how the source of product and schedule data is checked, how tax amounts are entered, and which team is responsible for sending a finished statement. The organization should use one reference convention for statements and their source documents. Keep statement status aligned with the actual operational event. A Draft statement is a preparation record; a Sent statement is the appropriate basis for collection follow-up. When a statement is voided, retain its record and explain the correction in notes and attached evidence.

Billing Operations prepares a statement for an account in a posted monthly run. It has a product line for a service period that links back to a schedule. The team checks the dates and quantity, then compares the subtotal and tax amount with the total shown on the header. Before the statement is sent, a line with the wrong service period is corrected. Collections later opens the statement after a partial payout and checks its remaining balance rather than treating the original total as still wholly due. If the statement becomes Overdue, the due date and payment terms explain why it is in the follow-up list. The payout record and statement line remain distinct evidence for the reviewer.

• Draft Statements Pending Issue — Statements awaiting the issue step with account and run context.
• Open Statements — Sent, partly paid or overdue statements with remaining balances.

Read statement to payout and run cycle.