Print City Ledger Statements (Cloud)
City Ledger statements provide a summary of account activity and balances for a selected period. Unlike invoices, which request payment for specific charges, statements reflect the overall account history — including invoices, payments, and aging balances. In Visual Matrix Cloud, you can generate statements for a single account, a range of accounts, or all accounts within a defined date range.
Path: Accounting > City Ledger > Print Statements
Instructions
Use the Print Statements screen to filter accounts and generate statements.
1. Select the Account Range. Use Starting Acct # and Ending Acct # to define which City Ledger accounts to include.
- Select the same account in both fields to print a statement for one account.
- Select a range to generate statements for multiple accounts.
2. Enter the Statement Date Range. Enter the Start Date and End Date to define the period covered by the statement.
This determines which transactions and balances are reflected.
When printing a statement, the selected Start Date and End Date determine what transactions appear on the report. For example:
- Invoices created within the selected date range will appear.
- Payments will only appear if they were posted within that same date range.
- Applied payments may not appear if the payment was posted outside the selected period.
The date range — not the Exclude 0 Balance checkbox — controls what transaction activity appears on the statement.
3. Optional Filters. Use the available options to refine your statement output:
- Member Code: Filter statements by a specific member classification.
- Exclude 0 Balance: Omit accounts that have no outstanding balance.
- Invoice with details*: Include invoice-level detail on the statement.
*When selected, the statement will display additional detail beneath each invoice line, including the guest name on the folio(s), the folio number(s), and the date the charges were Direct Billed to the City Ledger account.
When the Exclude 0 Balance checkbox is selected, City Ledger accounts with a zero balance will be omitted from the search results displayed on the screen for the chosen date range and selected account range. However, this option does not affect what appears on the printed statement itself.
The content of the statement is determined solely by the selected date range, not by whether the Exclude 0 Balance checkbox was checked. Because this option only filters the on-screen results, running the same search with the Exclude 0 Balance option checked and unchecked may produce different result counts in the grid — even though the printed statements will reflect the same transaction data based on the date range.
4. Click Refresh to load accounts that match your selected criteria. The results will display in the Account Listing grid.
Click on a specific City Ledger account to view its aging breakdown (Current, 30, 60, 90 Days, and Total Balance) in the Account Aging section.
5. Click Print to generate statements for the filtered accounts. The system will create separate statements for each account included in the selected range.
Understanding the Statement
The generated statement includes:
- Transaction Information: Date and Description.
- Reference Details: Invoice number and Account Information.
- Financial Summary: Amount and Balance of the Account.
If Invoice with details is selected, invoice-level breakdowns will also appear. Statements are commonly used for billing cycles, account review, and collections follow-up.
Still Need Help With This Topic?
Ask Yourself:
- Did you select the correct account range?
- Is the date range correct for your billing cycle?
- Should zero-balance accounts be excluded?
Support May Ask You:
- The account number(s) included
- The statement date range
- Whether detailed invoices were included
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