Statement of Accounts

Overview

The Statement of Accounts (SOA) in Fr8Labs is a summary report of all financial transactions between your company and a specific customer or vendor. It is used to:

  • Track outstanding invoices.

  • Show payments received or made.

  • Provide customers or vendors with an official record of account balances.

  • Support collections and reconciliation.

Statement of Accounts Dashboard

Statement of Accounts Dashboard


Accessing SOA

  1. Go to Accounting Module → Statement of Accounts.

  2. Select:

    • Party Type – Customer or Supplier.

    • Party – The name of the customer or vendor.

    • Date Range – Period for the SOA (e.g., month, quarter, year).

SOA Filter Screen

SOA Filter Screen


Report Contents

The SOA includes:

  • Opening Balance – Balance at the start of the period.

  • Invoices – Sales or purchase invoices issued during the period.

  • Payments – Payments received from or made to the party.

  • Credit/Debit Notes – Adjustments applied to invoices.

  • Closing Balance – Outstanding balance at the end of the period.

SOA Report Example (Excel)

SOA Report Example (Excel)


Customer SOA

  • Shows all invoices raised against the customer.

  • Highlights overdue invoices for follow-up.

  • Can be shared with the customer for collections.

Partner Type = Customer

Partner Type = Customer


Customer SOA View

Customer SOA View


Supplier SOA

  • Shows all invoices received from the supplier.

  • Helps ensure all vendor bills are accounted for.

  • Can be used to reconcile with supplier’s own SOA.

Partner Type = Supplier

Partner Type = Supplier


Supplier SOA View

Supplier SOA View


Export & Sharing

  • SOA can be exported to Excel (XLSX) or PDF.

  • Exported PDFs are formatted for direct customer/vendor sharing.

  • You can also schedule SOAs to be emailed automatically to customers or vendors.

Export Options for SOA

Export Options for SOA


Automatic SOA Email (Auto SOA)

Fr8Labs allows users to automatically send Statement of Accounts (SOA) to customers or suppliers via email. This helps ensure account statements are shared regularly without manual effort.

The Auto SOA email can be configured by updating the partner’s automation email field.

Steps to Configure Auto SOA

1. Navigate to Partner Settings

Go to: Freight Module → Master Data → Partners

Search and open the partner (customer or supplier) that you want to enable SOA automation for.

2. Enter the Automation Email

In the partner profile:

  • Locate the field “Automation Email”


  • Enter the email address that should receive the SOA automatically

  • Click Save

Bulk Setup for Auto SOA

If you need to mass update multiple partners, you may provide the partner list to the Fr8Labs team.

We can assist with:

  • Bulk updating Automation Email fields

  • Mass configuration for SOA automation recipients

This is useful during system migration or onboarding, when many partners need to be configured at once.

SOA Automation Schedule

The SOA automation schedule is managed through system configuration.

The automation will:

  • Run automatically based on the configured frequency

  • Typically trigger between 2:00 AM – 7:00 AM (system automation window)

  • Generate the SOA report and send it to the configured Automation Email

Configuring the Automation Frequency

If you need to adjust the schedule, such as:

  • Weekly SOA

  • Specific day of the week

  • Other customized frequency

Please inform the Fr8Labs support team, and we can configure the automation schedule from our system settings.

Key Points to Remember

  • Use the party and parent-group filters to select the customers or suppliers included in the report.

  • Ensure invoices and payments are posted to keep balances accurate.

  • Use SOAs in collections – they clearly show what is outstanding and due.

  • Customer SOA = Receivables; Supplier SOA = Payables.

  • Ensure the Automation Email field is filled correctly in the partner profile.

  • Only posted invoices and payments will appear in the SOA.

  • The SOA will be sent automatically based on the configured schedule.

Additional filters and reference columns in FMS SOA

In the FMS SOA Report, Parent Partner lets you narrow results to a customer or supplier parent group. You can use this alongside the existing Partner filter. The SOA Report Multi screen supports selecting multiple parent partners.

To choose partners by salesperson, turn on the toggle beside Salesman in the SOA filter panel, select the salesperson or salespeople, and confirm. Their assigned customers populate the partner selection.

Two reference columns help identify the transactions:

Column

What it shows

Parent Partner

The transaction partner’s Parent Customer or Parent Supplier, depending on the selected partner type. It is blank when no parent group is assigned.

Customer Ref No.

For an HBL-level invoice, the HBL Customer Ref No. For an MBL or Generic Job invoice, the invoice’s P.O No / Reference Number.

Tax and remarks columns in FMS SOA

The FMS SOA report includes VAT (PPN), Other Tax Base (DPP), and Remarks columns in its list and PDF, Excel, and CSV output. Use the column labels and the underlying invoice when checking amounts. The VAT amount is displayed without subtracting withholding tax (WHT); do not interpret VAT as a net-of-WHT figure.

Documentation owner: Fr8Labs Customer Success. Text reviewed: 21 September 2026.