Open Items statement lists only open invoices. If a customer has unapplied credit notes, those credits won't appear which means the statement shows a higher balance than the customer actually owes. This often leads to confusion and unnecessary back-and-forth.
Enabling this feature adds those credit notes as negative rows on the statement, so the final balance accurately reflects what the customer owes.
Which Credit Notes Appear
A credit note is included on the statement when all of the following are true:
It still has an unapplied amount — some or all of it has not been applied to an invoice
It has an active status — voided or refunded credit notes are excluded, as they no longer represent real credit
It has not been deleted in your accounting system
Its date falls within the statement's date range, following the same rule as invoices
How the Totals Work
Total | What It Covers |
Invoices | Open invoices, split across the aging breakdown |
Credits | Unapplied credit notes, shown as a single figure |
Balance | Invoices minus credits — what the customer actually owes |
Note: The aging breakdown (Current, Over 30, Over 60, Over 90) covers invoices only. Credit notes have no due date to age from, so they appear as one combined figure and are subtracted at the end.
This applies to both the PDF and the Excel (XLSX) versions of the statement. The Credits row only appears when there is credit to show customers with no unapplied credit notes will see the statement exactly as before.
How to Enable This Feature
This is an optional setting and is off by default, as it reduces the total shown on a document sent to your customers.
To enable it for your account, please reach out to your Customer Success Manager or contact Kolleno Support support@kolleno.com.
Request by providing your Kolleno Instance URL (or multiple if you have more then 1)
Request Code: has_open_items_statement_credit_notes
Where It Applies
Once enabled, this setting applies everywhere the Open Items statement is generated:
Email templates — under Statement Attachments, when Statement type is set to Open Items Statement
Customer page — when downloading the statement or attaching it to an email
Customer Portal — when your customers download the statement themselves