Balance confirmation and account statement for personal accounts

Owned by Peter Schöll
Last updated: Nov. 05, 2024
3 min read

Every year when preparing the financial statements, it is necessary to have the posted balances confirmed by debtors or creditors to confirm the accuracy of the accounting.

The function can also be used to create and directly send an account statement.

The letters themselves can be printed or sent directly from Scopevisio as an e-mail.

  • A return shipment is desired or the letter is for information purposes only. In the latter case, it is also referred to as an account statement.

  • If a reply is desired, differentiate according to the recipient. The balance confirmation is normally sent directly to your accountant and not to you.

However, this is always a reporting date view. The open items list for a key date with the key date entered there is always the start form. At the bottom of the page you will find the call Prepare balance confirmation.

Balance confirmation

The function is available for creditors and debtors; we will use the debtor side as an example. Go to Finances > Receivables > Open items for debtors and click on the link Display open items for a key date.

Now enter the relevant key date. The checkbox "Consider later clearing" (1) must not be activated, otherwise items relevant to the cut-off date will be hidden.

Click on the "Prepare balance confirmation" button (2).

You are now in the "Balance confirmation" form. As a balance confirmation is usually sent directly to your auditor, you can select the auditor and the required AP directly from the contact management (1).

You can now select a layout from your own user (2). We have created some sample layouts; you may need to add these from the system data in the Organization > OpenScope > Import & Export > Manage document layouts section.

Now use the checkbox to select the debtors from whom a balance confirmation is requested. You can create all documents at once via "Print"; if you are using e-mail dispatch, select only one debtor, as they are sent individually.

You can easily see who you have already emailed using the "Last email sent" column.

You can also predefine text modules for the e-mail subject and the e-mail text for sending e-mails. Under Organization > Master data > Languages and text modules: Manage text modules, we have prepared texts that you can easily adapt.