The loan account statement
The loan account statement is the per-person version of an account drill-down: every posted movement on a director's running account for a period, with a running balance, the source document behind each line, and an export your accountant can work from.
Before you begin
- Sign in and select your organisation.
- You need the View financial reports permission as well as View directors & officers — the statement lists ledger movements, so it is gated like the other financial reports.
Open the statement
- Go to Settings → Directors & officers and open the person.
- In the Running account card, choose View statement.
It opens on all recorded history. Use From and to with Apply to narrow it to a period — a financial year, say — or All history to go back to the whole record.
How to read it
The heading
The person's name, their standing as at the end of the period as a grey badge (serving director, former director, and so on), and the period covered.
Where it stands
One sentence in words — "3,000.00 GBP is owed by Allen Keveren — the account is overdrawn" or "…owed to…— the account is in credit" — and then three boxes: the opening position, the increases in the amount due from them, and the reductions.
If the period starts before your records on Sales Scribe begin (All history always does, for a business that moved across), the opening is the position when your records begin. It is labelled at 31 Mar 2026, when records begin, and the movements run from the day after. The balance brought across in your opening position is the opening, not a movement. See Reports for dates before your opening position.
Movements
One row per posted movement, oldest first:
| Column | What it holds |
|---|---|
| Date | The date the entry is dated, not the date it was typed |
| Source | Spend money, Receive money, Manual journal, Bank transfer, and so on — linked to the document |
| Memo | What you wrote on the line, plus the original currency and rate if it was not in your functional currency |
| Increase | How much more the person owes the company after this entry |
| Reduction | How much less |
| Balance | The position after this entry |
Rows can carry a badge:
- into debit — this is the movement that took the account from owing nothing to the person owing the company. It is the moment worth being able to find again.
- correction — this entry reverses an earlier one.
- later reversed — this entry was reversed afterwards; the reversal is its own dated row further down.
Increases and reductions, not advances and repayments
Everything on the statement is stated as due from the person: a positive balance means they owe the company, a negative one means the company owes them.
Movements are shown as gross increases and reductions in that amount — never as "advances" and "repayments". That is deliberate and it is not pedantry: a credit on a director's account may be a repayment, but it may equally be a dividend, salary, an expense claim or a write-off, and the ledger records what moved, not why. Calling every credit a repayment would put a characterisation into your accounts that nobody entered.
The same reason is why the statement does not net one person's balance against another's, and does not state any tax treatment. A balance owed by a person may become relevant to the s455 or beneficial-loan rules depending on the circumstances; nothing here determines that.
When the statement cannot see the whole period
If the account's history does not reach back to the start of the period you asked for, a warning appears at the top saying so and naming the affected accounts, and the opening figure is stated for the range that can actually be read.
This is on purpose. A balance that cannot be known is better shown as unknown than filled in with a confident nil.
Appointments
At the bottom, every appointment the person has held with its dates, each marked Current or Former — so a former director's figures can be read against the period they actually held office.
Resigning does not close the account or end its history. See When an officer resigns.
Export to CSV
Export CSV downloads the statement as a spreadsheet, built from exactly what the page shows, so the two cannot disagree.
The file opens with a header block you should read before using the numbers:
- Period — the range, or All recorded history.
- Amounts in — your functional currency.
- Reading —
Positive = due FROM the person; negative = owed TO them. Every export that prints a balance states its sign convention, because the same £5,000 can legitimately read as-5,000on one report and+5,000on another depending on the convention in force. - Exchange rate — blank means the journal was already in your functional currency and no conversion was applied. It does not mean a rate is missing.
- History limitation — present only when the statement could not see the whole period.
Each movement then carries both currencies and the rate applied — transaction currency, transaction debit, transaction credit and the rate to your functional currency — so an accountant working from the file can re-derive every base figure rather than take it on trust. The last column names corrections: "Reverses …" or "Later reversed".