Customer Statements


Accounts Receivable Menu -> Statements -> Customer Statements

Customer statements may be generated at anytime by specifying the customer accounts which to be printed.

Statements are generated for customers with the Print Statements flag set in Customer Information.
Customers with zero account balances and no unapplied invoices or payments can be skipped.

Laser printing is the supported choice for checks and statements.
Dot Matrix printing is not supported.

Statement can be output using the "Plain Paper" format in standard text, in Jasper or in Crystal forms, or using the NEBS pre-printed format. The format can be selected during the statement print run.

The Statement Run:
The Customer Statements may be printed at any time for one customer or all. Customers that are flagged not to receive statements in Customer Information will be skipped.

Statements can also be faxed directly to certain customers, then the remaining statements for any customers that did not get a faxed statement can be emailed or printed out for mailing. In order to do this, the Aging Date used in the Fax Customer Statements run and the printed Customer Statement run must be the SAME DATE.

The prompts to generate Customer Statements are:

CUT-OFF DATE
Enter the Month End date.
This date becomes the Statement Date and determines the ending point for printing invoices for this account.

AGE AS OF MONTH END
Aging refers to the grouping of the unpaid invoices by date, such as Current, 31-60, 61-90, and Over 90 days.

Check this box to age the account using the current month end.
i.e. If the current month end was February 28th, an invoice issued January 31st would be aged as 31-60 Days (with the rest of January invoices).

Uncheck this box to age the invoices according to invoice date.
i.e. If the month end was Feb 28th, an invoice dated Jan. 31st would be Current.


FORCE STATEMENT DAYS
This parameter can be used to force statements to print for customers that normally do not receive a statement.
When a number of days is entered in this field, statements will be generated for customers with invoices exceeding this number of days, even though the customer is not flagged to Print Statements in Customer Information.
Statements will also be generated for the regular customers that are flagged to Print Statements.
The statements list all outstanding invoices for these customers.

Leave this field blank to generate the statements for only customers flagged to Print Statement in Customer Information.


CUSTOMER SELECTION METHOD
Select one of the following options:
  • Select Customer Name to select customers by the Alpha Name key.
  • Select Customer# to select customers by Customer Number.

FROM NAME/NUMBER
Leave this field blank for all customers, or type in the first name or number or lookup the starting customer from the search window, as outlined in Accounting Customer Search.

Note: If the "Customer Selection Method" option Customer Name was selected above, then enter a starting Name in this field.
Conversely if the "Customer Selection Method" option Customer# was selected, then enter a starting Number in this field.


TO NAME/NUMBER
Leave this field blank for all customers, or type in the last name or number or lookup the ending customer in the search window.

DOCUMENT FORMAT
This option does not apply if Crystal or Jasper Forms has been activated in Customer Forms.
If your firm does not use Forms Control, select one of the following options:
  • Select Plain Paper to print the statements according to the Plain Paper format.
  • Select Nebs Form to print the statements according to the NEBS pre-printed statement format.
    Nebs forms cannot be used if Crystal or Jasper printing is active.

    For Laser Statement printing, setup the flag in Company Information.


PRINT COMPANY INFORMATION
Your company or division name and address can be automatically printed at the top of each statement.
  • If statements are to be printed for a single specific division then the division address as entered in Divisions is printed.
  • If statements are being printed for all divisions or a selection of divisions then the company address from Company Information is printed.

Uncheck this box if your forms have your mailing address pre-printed, and the company address is not required.

Check this box if your pre-printed forms do NOT have your mailing address pre-printed. This format is economical and flexible if there are multiple company addresses.
Select this option to print the logo and company information in the top left corner of the statement.


COMMENT 1 & 2
Use this window to enter up to two lines of 60 characters each, for printing a message on the statements.
The message will be the same for all customers in this run.

PRINT CREDIT BAL STMNT
Uncheck this box to skip Customer Accounts which have a credit balance. (i.e. account balance is negative). Most firms do NOT print Credit Balance statements.
Check this box to include Accounts which have a credit balance.

DIVISION, "ALL" OR "SEL"
  • Type ALL to include all divisions in the report.
    If the option to Print Company Address has been selected, the address from the Company Information is printed, appropriate to a central A/R department.
  • To print the report for a single division, leave this field blank for the Head Office Division, or enter a specific division code, or select a division from the drop-down list.
    If the option to Print Company Address has been selected, the address from the specific Division is printed, appropriate to each division handling its own A/R payments.

  • Type SEL to select several divisions or divisions by customer region to include in the report, as outlined in Division Select By Region.
    If the option to Print Company Address has been selected, the address from the Company Information is printed, appropriate to a central A/R department.


ALL CUSTOMER TYPES
Check this box to include all types.

Uncheck this box to select a specific type.

CUSTOMER TYPE
Enter a Customer type or select one from the drop-down list.

ALL CURRENCIES
Check this box to include all currencies.

Uncheck this box to select a currency.

CURRENCY CODE
Enter a Currency code or select one from the drop-down list.

PRINT STATEMENTS BY SITE
Uncheck this box to print one statement per customer, that does not breakdown the invoices by Site #.

Check this box to print a separate Statement for each Site # of a customer.
This lists the invoices per Site separately. The statements will be addressed to the address in the Customer Information file, (i.e. the customer's Head Office), and not to the site addresses.
A reminder to check if Finance Charge information is current displays.

Note: Contact Emailing of a Statement to only specific Site Contacts does NOT apply.
Every Contact flagged to receive email Statements for a customer will receive all statements for the Customer, regardless of specific Sites assigned.

PRINT CONSOLIDATED STATEMENT
This prompt applies if statements are being printed by site.

Check this box to also print a statement for the customer that combines all invoices for the sites. This prints after the statements for each site.
Uncheck this box if a consolidated statement is not required in addition to the site statements.


PRINT P.O. & SITE
Check this box to print a second detail line for each invoice that shows the customer Purchase Order number and the Site number from the invoice.
This option only applies to Jasper forms and to Plain paper statement output.

Uncheck this box to omit the Purchase Order # and Site # on the statement.

Note: If the statements are output to Crystal forms, the PO and Site will not be printed.


ALL SALESMEN
Check this box to include all Salesmen Codes.

Uncheck this box to select a specific Salesman code.

SALESMAN CODE
Enter a Salesman code or select one from the drop-down list.

PRINT CURRENT PAYMENTS
Uncheck this box to skip fully applied payments received this month.

Check this box to print all payments received this month, even if they have already been applied to the invoices.

PRINT ZERO BAL STMTS
This pop-up dialogue box only appears if current payments are to be printed.
A Zero Balance Statement is statement that has unapplied invoices, finance charges, and/or payments, but the debit and credit amounts net out to a zero account balance.

Click NO to skip statements with zero balances owing.
Click YES to print statements with zero balances. This would show all invoices paid and payments received this month, and would show the account balance as zero.


PRINT CURRENT FULLY PAID DOCS
Check this box to include invoices and payments dated in the current month on the statement, even if they are fully paid.
Uncheck this box to omit any transactions dated in the current month if they are fully paid.

EXCLUDE CUSTOMERS FAXED
Check this box if the monthly print statements run is being done in conjunction with the Fax Customer Statements run, so that customers that have already been faxed a statement will be excluded.

Uncheck this box when printing a statement for a single customer, or printing statements for all customers. This ensures that the customers selected will get a statement printed.

Note: The fax flag in the Customer Information is only respected if the faxed Aging Date is the same as the aging date of the Statement run.
If the aging dates are different then the customer faxed flag is not relevant.


EMAIL STATEMENTS
This option is enabled when the email feature is setup in the Use Contact Document Emailing in the Company Email Configuration to automatically email statements to selected customer/site contacts according to the Contact Information flags.

Check this box to generate an email for the statements to the Contacts flagged to receive email Statements.
Confirmation is required before the emailed statements are generated.

Uncheck this box if the relevant statements do not need to be emailed and they will be printed instead.


Finished?
A printer can be selected from the Printer option located on the menu bar at the top of the screen.

Click the ACCEPT button to begin printing the report, or CANCEL to abort.

PRINT USING FORMS
Click YES to output the statements using Crystal or Jasper Forms.
Click NO to output the statements using the Plain Paper format.

Customer Statement Log:
The statement log is output to the selected printer when the statements are generated, listing each customer number, name, with the site number and name if generated by Print Statements by Site.
The statement type is listed in the Action column showing Printed, Emailed, or Faxed with the fax number.
The Customer Statement Log includes a summary line with the total number of statements generated in the run and the total 'Outstanding Balance' of all statements listed.

ACTIONS:
Additional actions provided by buttons on the Customer Statements screen include:


Topic Keyword: ARAR30
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