Print Statement Letters
Accounts Receivable Menu -> Statements -> Print Statement Letters
Reports Menu -> Automatic
Reporting -> Function ARLT02 -> emails Print
Statement Letters
Specific letters that are setup in Statement Letters on the Customer
Management tab of the Configure System
Settings, can be printed for a selected customer range.
Letters that are sent can be tracked by date and reported using
Statement Letter Report.
An optional company letterhead and address can be printed, and
the letters are personalized automatically by printing the Name,
Address and Postal/ZIP Code from the Customer
Information.
The Salutation prints followed by the Contact Name from the
Customer Information, as explained in Statement Letters.
The body of the letter prints as entered, including any converted
Identifiers as explained in Statement
Letters.
The customer selection criteria to print the letters is:
-
- FROM CUSTOMER#
- Leave this field blank to include all customers in the
selection, or enter a starting customer number, or select a
starting customer record from the lookup window as outlined in
Accounting Customer Search window.
TO CUSTOMER#
- Leave this field blank to include all customers in the
selection, or enter an ending customer number, or select an ending
customer record from the lookup window.
NAME TO PRINT
- Select one of the three print Name and Address options for the
statement letter run:
- Select Company to print your Company information and
address at the top of the letter, as setup in Company Information.
- Select Division to print the address of each customer's
Division as identified in Customer
Information, and the branch address from the print address
window on the Division Name field in Divisions.
- Select No Name to skip printing any company information,
if the letters are to be printed on paper with company
letterhead.
LETTER TYPE
- Select one of the three letter options for this statement
letter run:
- Select Gentle Dunning to generate letters for customers
with over-due invoices in the Gentle period per the Terms Code assigned to the customer.
Note: Selecting the Gentle Dunning letter generates the same
customer list as the Standard letter would when the Minimum Days
Passed From parameter is set to the 'Gentle Dunning Past Due'
from the Terms file and the Minimum
Days Passed To parameter is set to the 'Firm Dunning Past Due'
from the terms file (or 999999 if this is blank).
-
Select Firm Dunning to generate letters for customers
with more serious over-due invoices in the Firm period per
the Terms Code assigned to the
customer.
Note: Selecting the Firm Dunning letter generates the same
customer list as the Standard letter would when the Minimum Days
Passed From parameter is set to the 'Firm Dunning Past Due'
from the Terms file and the Minimum
Days Passed To parameter is set to 999999.
-
Select Standard to generate a standard outstanding
invoice letter for selected customers.
If one of the dunning letter options is selected, the invoices
reflected in the invoice list include only the invoices in the
"Gentle" or "Firm" period, even if there are other outstanding
invoices on that account.
Refer to Statement Letters for more
information on the configuration and the use of dunning
letters.
Note: When sending both Gentle and Firm Dunning Letters it is
important that there is no overlap of invoices in the firm and
gentle reporting periods, or a customer could be sent both
letters.
AGING BASED ON
- Select one of the two aging options for this statement letter
run:
- Select Document Date to use the actual document date for
the aging date of the invoice for finance charge.
- Select Due Date to age the documents by the date due
rather than the actual document date.
AGING DATE
- Enter the Aging cut-off date.
- Only unpaid documents as of this Document or Due Date, are
included in the customer account balances triggered by the
<<BALANCE>> identifier in the body of the letter.
- Only unpaid documents as of this Document or Due Date are
included in the list of outstanding documents triggered by the
<<AR>> identifier, in the letter.
MINIMUM DAYS PASSED FROM
- Leave this blank to include all customers in the selection
range with unpaid documents as of the Aging Date cut-off, or
enter a minimum number of days, so that only customers with
documents over-due over the specified number of days at the cut-off
date, are included.
MINIMUM DAYS PASSED TO
- Leave this 999999 to include all customers in the selection
range with unpaid documents as of the Aging Date cut-off, or
enter an ending number of days for the cut-off range, so that only
customers with documents over-due less than the specified number of
days and over the Minimum Days Passed From as of the Aging
cut-off date, are included.
SORT OPTION
- Select one of the two sort options for the statement letter
run:
- Select Alpha to sort the statement letters
Alphabetically by customer name.
- Select Numeric to sort the statement letters Numerically
by customer number.
ALL CURRENCIES
- Check this field to include all currency codes in the
selection, or leave this field unchecked to print statement letters
for a single currency.
- CURRENCY
- If All Currencies is not checked, enter a specific
currency code or select it from the drop-down list.
RECORD LETTERS SENT
- Check this field to track the letters sent to this customer
selection.
The date, and letter number can be viewed in the customer’s letter
history log in the "Credit Information" window in Customer Information.
This letter history is also reflected on the Statement Letter Report.
COLLECTOR, 'ALL', OR 'SEL'
-
- Type ALL to include all A/R Collector codes in the report.
- Enter a specific A/R Collector code to print the report for a
single collector, or select from the valid Collector Codes in the
lookup Collector Search window.
- Type SEL to select several Collector codes to include in the
report as outlined in Collector
Select.
LETTER#
- Enter the letter code or select one from the window, as setup
in Statement Letters.
The letter codes can still be changed for individual customers, on
the customer list screen before printing is initiated.
ALTERNATE LETTER#
- This prompt is only active if your firm utilizes the alternate
language feature for customers activated from the Company Miscellaneous Parameters.
If parallel letters are setup in Statement
Letters with text in the standard language and in the alternate
language, enter the alternate language letter code or select it
from the window.
This letter will be generated for customers in the selection range
that are flagged to receive documents in the alternate language, in
the "Additional Information" of Customer
Information.
The letter codes can still be changed for individual customers, on
the customer list screen before printing is initiated.
LETTER DATE
- Enter the date to be printed on the letter above the customer
name and address information.
EMAIL LETTERS
- This option is only enabled if Jasper reports is activated in
the Customer Forms and 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 statement letters to
eligible contacts.
When the letters are emailed a Customer Statement Letter Log
is printed and the email status is tracked in the Email Log.
Uncheck this box if the relevant statement letters do not need
to be emailed and they will be printed instead.
When the letters are to be printed or emailed the Customer
Edit List screen is generated that can be reviewed and modified
as required.
- Finished?
- Click the ACCEPT button to generate the list of customers
eligible to receive the letters.
Click the CANCEL button to abort this process.
Statement Letter Format?
- If the statement letters are to be printed and Forms control
has been enabled in Customer Forms, the
option to Print Using Forms? or to print Plain Paper format
is provided.
This prompt is not triggered for the Email Letter option as
Contact emailing always uses Jasper forms.
Customer Edit List screen
Before the letters are printed or emailed the list of customers
selected to receive a letter displays by sequence number.
Any customers that should NOT receive a letter should be deleted
from the queue, using <F7>.
The following information is listed for each eligible
customer:
-
- CUST#
- The customer number displays.
NAME
- The customer name displays.
OVER
- The number of days of the oldest overdue document in this
selection for the customer, displays.
This can be useful in determining which A/R collection letter
should be sent to the customer.
DETAILS
- The customer's unpaid documents, and the account aging
breakdown by period as of the Aging date selected can be reviewed
in the View Customer's Current Account
window.
This inquiry always lists the details in Document date order and
account totals as of today's date.
In the document display, click the EXP/CON button or
press <F9> to view the billing, source, and site information
for the document.
Click OK to exit the document information window.
LETTER TO SEND
- The letter code displays.
This letter code can be over-typed for individual customers if a
different letter should be generated. Window to view and select
from existing letters.
Finished?
- Click ACCEPT to print or email the letters for customers in the
list.
Click CANCEL to abort this process.
- Confirmation Screen
- Click Process Details to generate the letters.
Click Return to Details to return to the list of
customer/letter records on the screen, to make additional
changes.
Click Abort Changes to abort the generate letter
process.
Topic Keyword: ARLT02