Detailed Produce Statement: Date Range Inclusions and Exclusions

In this article

The End Date — the hard boundary
The Start Date — what it controls
Rule 1 — Invoices posted within the date range
Rule 2 — Invoices posted before the Start Date
Rule 3 — Payments and credit notes
Payment applications — what shows under each invoice
Quick-reference summary
Practical tips

When you run the Detailed Produce Statement, you choose a Start Date and an End Date. Together, these two dates control which invoices, credit notes, and payments appear on the statement. The logic is more nuanced than a simple “show everything in this period” — and understanding it helps you get exactly the statement you need.

The End Date — the hard boundary

The End Date is the most important date. Think of it as the point in time you are producing the statement for.

  • Nothing posted after the End Date will ever appear. If an invoice or payment was recorded after the End Date, it will not show — regardless of your Start Date.
  • All outstanding balances are calculated as at the End Date. A payment received after the End Date is ignored when working out what is still owed.

Example:
You run a statement with an End Date of 31 March. An invoice was paid in full on 5 April. On your statement, that invoice will still show as outstanding, because the payment falls after the cut-off date.

The Start Date — what it controls

The Start Date does not work the same way as the End Date. It does not simply exclude everything posted before it. Instead, it decides how entries from the past are treated.

Rule 1 — Invoices posted within the date range

Any invoice posted on or after the Start Date, up to and including the End Date, will always appear on the statement — whether it has been paid or not.

Example:
Start Date: 1 March | End Date: 31 March

An invoice posted on 15 March and fully paid on 20 March will still appear. It falls within the date range, so it is always shown.

Rule 2 — Invoices posted before the Start Date (older outstanding invoices)

Invoices posted before the Start Date are included only if they still have an outstanding balance as at the End Date.

If an older invoice was fully paid before the End Date, it will not appear. The statement is only interested in showing you that there is still money owed on it.

Example:
Start Date: 1 March | End Date: 31 March

  • Invoice from 10 January, partially paid, with a balance still owing on 31 March — included
  • Invoice from 10 January, fully paid on 28 February — excluded (settled before the End Date, and predates the Start Date)
  • Invoice from 10 January, fully paid on 25 March — excluded (fully paid by the End Date, and predates the Start Date)

This means the statement can show you invoices that are weeks or even months old, as long as they are not yet fully settled.

Rule 3 — Payments and credit notes

Payments and credit notes follow a stricter rule than invoices. Regardless of when they were posted, they only appear if they still have an outstanding (unapplied) balance.

In practice, most payments and credit notes are fully applied when they are recorded, so they typically do not appear as stand-alone lines. Their effect on an invoice’s balance is what you see.

Payment applications — what shows under each invoice

Under each invoice, the statement shows the individual payments or credits that were applied to it. These sub-entries are filtered to only show applications recorded within your Start Date to End Date range.

This means:

  • If a payment was applied to an invoice before the Start Date, it will not appear as a line item under that invoice — but the invoice’s outstanding balance will already reflect it.
  • If a payment was applied within the date range, it will appear as a line item, showing you exactly what came in during the period.

Example:
Start Date: 1 March | End Date: 31 March

An invoice from January has had two payments applied: one in February and one on 10 March.

  • The February payment will not show as a line item (it falls before the Start Date), but the invoice balance shown is already reduced by it.
  • The March payment will show as a line item, because it falls within the date range.

Quick-reference summary

Entry Type When posted Included?
Invoice Within Start–End Date Always — even if fully paid
Invoice Before Start Date Only if still has a balance on End Date
Payment / Credit Note Any date Only if still has an unapplied balance
Payment application Within Start–End Date Yes — shown as a sub-line under the invoice
Payment application Before Start Date No — but the balance already reflects it
Any entry After End Date Never

Practical tips

  • To see a full picture of what a customer owes right now: Set the End Date to today and the Start Date to the beginning of your current trading period. Older unpaid invoices will automatically pull through.
  • To produce a statement for a specific month: Set Start Date and End Date to the first and last day of that month. All invoices raised that month will appear, plus any older invoices still outstanding.
  • A customer with no outstanding balances will not appear on the statement at all, even if they had invoices within the date range — the report only prints customers who have at least one entry to show.