Accounts Receivable Menu -> Customer Account Inquiry -> FAX button to queue screen -> Fax Customer Statements
Faxing the Customer Statements at month end is convenient in
that it saves postage and the time required to first print the
statement, then fold and stuff it in the envelope and stamp it.
The statement arrives immediately at month end, so that it gets
your customer's attention sooner.
The statement can be faxed if your firm has been mailing or faxing
the invoices on a daily or weekly basis.
Some firms save the invoices to mail with the monthly
statement.
This approach is not recommended, because some invoices will be
almost thirty days old by the time the customer first sees the
invoice. This causes delays in payment being made.
Invoices should be mailed daily, weekly, or bi-weekly. Then
statements can be faxed at the end of the month.
After the fax statements are sent (and before the printing of
the rest of the customers), the software notes which customers were
selected for the fax statement, and the Aging Date (usually
month end) of the fax statement run.
When the remaining statements are printed, the program skips all
customers which were faxed with the SAME Aging Date as the
current Statement print run.
Note: The Aging Dates must be identical for both the printing and the faxing of statements, in order for the two programs to relate.
Fax the statements to appropriate customers, using this Fax Statements utility.
Note: All Customers in the fax queue when the fax statements was initiated, will be flagged as having been sent the faxed statement even if the fax was unsuccessful.
The fax modem must determine if the faxes were successful.
View the Fax Log associated with your faxing configuration
as setup on the Fax Software tab of the
Software Integration, to determine if any
faxes failed.
Address any fax errors as follows:
For any faxes that failed for individual customers:
Print Statements for the remaining customers using Customer Statements with the Exclude Customers
Faxed filter checked.
The Aging Date selected must be the SAME DATE as was used in
Step 2 to Fax Statements.
The name entered here will be matched against the Alpha Key in the Customer Information file.
Note: A selection of A to C would include all customers that
start with A and B, but would exclude C customers.
To include C customers, use a range of A to CZ or A to D.
When faxing regular statements, accept 0 days to include all customers.
When using the Send Letter option, enter a number of days
to only send statements letters to customers with unpaid invoices
over that many days.
e.g. Type 60 to send statements to customers with outstanding
invoices older than 60 days.
Any customer that has an invoice that is 60 days or older will have
a statement faxed to them, providing that they have a fax number
and Statement Output is flagged to 'Fax or Print' in
Customer Information.
When faxing regular statements, accept 99999999.99- to include all customers. (this number represents all invoices).
When using the Send Letter option, enter a dollar amount
(e.g. 500.00) to select only customers which owe over that dollar
amount (e.g. 500.00 or more) on a single invoice.
When the fax prints, the entire account aging will be
included.
Check this box to age the accounts using the current month
end.
e.g. If the current month end was February 28th, an invoice issued
January 31st would be aged as 31-60 Days (with the rest of
the January invoices).
Uncheck this box to age the invoices according to the invoice
date.
e.g. If the current month end was February 28th, an invoice issued
January 31st would be aged as a Current invoice as it is 30
days or less.
Check this box to include a cover page.
A window is provided to enter multiple lines of notes that will be
sent on the cover page for all faxed statements in the run as
outlined in Fax Cover Page
Comments.
The message will be the same for all statements faxed in this
statement run.
The message will appear after the outstanding invoices list and
before the aging of the account.
If a more elaborate message is required to be printed with the statements, refer to the Send Letter feature below.
Uncheck this box to generate statements for a single currency, so that statements are faxed one currency per fax run.
Check this box to generate a separate statement or letter for
each customer site.
The default fax # for the statements/letters for all sites will be
the fax numbers in the Customer
Information (i.e. the customer's Head Office), not the fax # of
the individual sites.
Specific fax numbers can be modified before initiating the fax
run.
Check this box to print a consolidated statement after the site
statements are done.
In the fax customer queue, the consolidated statement will display
'All' in the Site # field.
Uncheck this box if a consolidated statement is not required for the customer.
Uncheck this box to fax regular statements.
Check this box to send a modified statement including a note and
the account aging to each customer selected for this run, and
excluding the breakdown of invoice and payment details.
Use the O/S Invoices Older Than and the O/S Invoices
Greater Than filters to ensure the statement letters only go to
the appropriate customers.
Refer to the explanation on Sending Letters at the end of
this page for more details.
Resulting Customer List to be Faxed:
The customers selected to be faxed will now display.
Customers without fax numbers and customers with Statement
Output set to 'Print Only' or to 'Suppress' in Customer Information will automatically be
excluded.
The customer fax list information includes:
Records can be deleted from this list if faxes should not be
sent to a customer.
To permanently remove a customer from the list, set Statement
Output set to 'Print Only' or to 'Suppress' in Customer Information.
Changes can be made to the customer's fax in this table.
Any changes to the customer's fax number can be saved permanently
in the Customer Information by answering
Update Customer at the bottom of the screen.
The fax numbers must not have spaces between the numbers, but
dashes are ok.
If the fax number is long distance, there must be a 1 in front of
the fax number.
e.g. 1-416-555-1000
Fax Confirmation Action:
Select one of the following actions:
Select Fax Statements to initiate the fax run.
Select Fax and Update the Customer File to automatically update Customer Information with any fax number changes that have been made on this screen.
Note: If the statements are being generated by site, and the fax numbers for the different sites are changed, the fax number assigned for the last site will be the one that is copied to the fax number field in Customer Information.
Select Exit Without Faxing to abort the fax run and to clear the customer list queue.
Scheduling the Fax Run:
This pop-up dialogue box is triggered if the statement fax run is
being initiated to set the optimum time for the fax run,
Note: It is expected that a Customer Statement will be printed
for the remaining customers which do not have fax numbers, using
Customer Statements.
Customers that have been faxed a statement will be
skipped.
Sending Letters Feature:
As an alternative to sending a full statement to selected problem
customers, a modified statement can be sent including a letter or
paragraph as setup in the Paragraph Search
window and the account aging information.
In this statement letter, the words "ATTN: ACCOUNTS PAYABLE" appear directly after the customer's address, and the note or letter prints in the middle of the document, followed by the aging and account balance amounts.
The Aging and Dollar amount options can be used to select the customers who will receive the letter.
Note: If Comments are filled in and a paragraph number selected as well, then the contents of the paragraph will print first followed by a blank line, then the two comments line will print, followed by the aging. Generally, the comments are not used when a letter is being sent.
Sample Letter - modified statement
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ LONGVIEW RENTALS INC. BUS #: 416-555-2345 100 WELLINGTON ROAD WEST FAX #: 416-555-2499 GUELPH, ONT N1H 7L7 TO: BROOKFIELD HOMES INC. CUST# : 23435 900 MEADOWVIEW AVENUE DATE : 07/31/20XX HAMILTON, ONT L6T 8P3 PAGE : 1 ATTN: ACCOUNTS PAYABLE Please note the Aging of your Account below: Your immediate attention in bringing your Account with us up to date would be greatly appreciated. If you have already forwarded payment, please accept our thanks and disregard this notice. If you have any questions about your Account, please contact Sandy West. Thank You! CURRENT 31 - 60 61 - 90 OVER 90 BALANCE ------- ------- ------- ------- ------- .00 100.00 .00 411.34 511.34 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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