We recently helped a client resolve a common NetSuite customer statement issue. Their customer statements showed an ending balance of $24,600, but an amount due of only $15,600. The $9,000 difference was creating confusion and hesitation about sending statements to customers.

This discrepancy isn’t a NetSuite error—it’s the result of a specific setting that professional NetSuite guidance can help you understand and optimize. Here’s what’s happening and how to resolve it.

The Root Cause

When generating NetSuite customer statements, there’s a critical setting that affects how balances are calculated. In Setup > Accounting Preferences > Accounts Receivable Under “Open Transactions on Statements,” NetSuite offers two options:

Open Transactions by Today

• Shows only invoices that are currently unpaid
• Ending balance equals amount due
• Best for real-time collection efforts

Open Transactions by Statement Date

• Shows transactions that were open as of a specified historical date
• Ending balance reflects what was owed on that date
• Amount due shows what’s currently owed after subsequent payments
• Creates a historical snapshot

Understanding the Balance Difference

When you select “Open Transactions by Statement Date,” you’re essentially creating a historical view. For example, if you generate statements for August 31st but run them on September 15th:

• Ending Balance ($24,600): What the customer owed on August 31st
• Amount Due ($15,600): What the customer owes today
• The $9,000 difference: Payments received between August 31st and today

Both numbers are correct—they’re just measuring different things.

The Solution

For most collection activities, change your setting to “Open Transactions by Today.” This ensures that:

• Only currently unpaid invoices appear on statements
• Ending balance matches amount due
• Customers receive clear, unambiguous information
• Statements reflect current reality

When Historical Balances Make Sense

There are legitimate business reasons to use “Open Transactions by Statement Date”:

Month-end processes: When you need statements that reflect exact balances as of period-end dates for financial reporting consistency.

Audit requirements: Some businesses must maintain statements that show what was owed on specific dates, regardless of when statements are generated.

Customer disputes: Historical statements help resolve payment disputes by showing exactly what was due on the date in question.

Compliance documentation: Certain industries require historical balance documentation for regulatory purposes.

Quick Troubleshooting Guide

Ending balance equals amount due: You’re using “Open Transactions by Today”

Ending balance exceeds amount due: You’re using “Open Transactions by Statement Date” and payments have been received since that date

Amount due exceeds ending balance: You’re using “Open Transactions by Statement Date” and new charges have been added since that date

Best Practices

For customer-facing statements: Use “Open Transactions by Today” to eliminate confusion and provide current balance information.

For internal reporting: Consider “Open Transactions by Statement Date” when you need historical accuracy for specific periods.

Documentation: Clearly communicate to your team which setting is being used and why, to prevent future confusion.

Conclusion

This balance difference is NetSuite working as designed, not a system error. The key is understanding which option serves your specific business purpose. For most day-to-day collection activities, matching balances through “Open Transactions by Today” provides the clearest communication to customers.

Understanding this distinction helps you generate statements that serve their intended purpose—whether that’s facilitating timely payments or maintaining accurate historical records.

Need help optimizing your NetSuite customer statement processes or resolving other system challenges? Our team specializes in practical NetSuite solutions that eliminate confusion and improve business efficiency.