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Pgm: ARSTMTFM – Print Statements; standard Treeview path: Accounts Receivable > Statement > Print Statement
Statement printing is usually part of the month-end procedure for the AR module. The Statement Printing screen is used to define the parameters for producing and printing customer statements.
When the screen is first opened, the current period start and end dates, the last statement date, and the last date interest rates were calculated are all displayed for the selected company. If interest is to be charged, ensure that the ‘Add Financial Charges’ checkbox is checked.
Statements are only printed for those customers who have the ‘Statements Required’ checkbox checked on the Accounting tab of their records.
Last Financial Charges Date
This field displays the last date that financial charges (e.g., interest rates) were calculated.
Statement Date
Enter the date to be printed on the AR statements. The system will default to the date in the Last Financial Charges Date field or, if that field is empty, the value in the To field (the last day of the current fiscal period).
Customer Pick List
If statements are to be printed for a particular list of customers rather than a range of customers, enter/select the pick list code. If a range of customers is required, leave this field blank.
[Edit Selection Criteria] – Button
This button is disabled if the Customer Pick List field is empty. Otherwise, this button is enabled and used to adjust the selection criteria for the entered pick list code.
Class
If a customer class code is entered/selected, the system will limit printing statements for only those customers with a matching class code. Leave this field blank to print regardless of class.
Starting Customer, Ending Customer
Enter/select the starting and ending customer range if required or leave blank to print statements for all customers.
From Job, To Job
If a customer range is provided, then the job list will display the jobs that are associated with the starting and ending customer parameters; if a customer pick list field is provided, then the job list displays only the jobs related to the customers in the specified pick list; otherwise, all jobs for the selected company are available.
NOTE: If both the Customer Pick List, and Starting and Ending Customer fields contain values, the system will ignore the latter and print only those transactions related to the selected Customer Pick List.
Add Financial Charges – Checkbox
If interest charges are to be included in the customers Total Amount Owing, then this field should be checked. As shown in the sample printout, the financial charge appears as a separate entry.
Print Deposits – Checkbox
If deposits are to be printed on the statement this field should be checked. If the ‘Deduct Deposits’ box has been checked, then this field is usually checked as well.
Deduct Deposits – Checkbox
If deposits are to be deducted from the customer's Total Owing Amount, then this box should be checked.
Roll Up Memos – Checkbox
If memos against an invoice are to be included in the invoice amount rather than as separate lines on statement, this box should be checked.
Restrict to Conditions Selected Below – Checkbox
If there is a need to restrict the customers selected beyond the range or class, then this field should be checked.
Activity – Checkbox
If checked, only customers with activity during the statement period are available for selection.
Credit – Checkbox
Check this box to include customers with credit balances.
Minimum Owing
Enter a dollar amount. An A/R statement will not be printed for any customer whose total amount owing is less than the amount entered in this field. If the client has a credit balance, the statement will only be suppressed from printing if the absolute value of the credit amount is between 0 and the amount entered in this field. For example, if the amount entered is $50.00, and the credit is $25.00, the statement will not be printed.
Sort By
This field is used to specify the order that invoices appear on statements. The options available from the list are: invoice number; invoice due date; invoice date; and job number.
Print Invoices
This field is used to specify which invoices appear on statements.
Select “All” to print all invoices for the period regardless of the balance.
Select “Non-Zero” to print only those invoices for which the amount outstanding is not $0.00 (positive and negative amounts outstanding).
Select “Owing” to print all outstanding invoices only.
[Message] – Button
Press this button to enter a message to be included with all printed statements.
[Print] – Button
This button opens the Report Configuration screen to select the destination, format, location, and time zone relevant for the printing of the customer statement. After selecting the required values, click [Run Report] to print the statement.
The Destination field allows for “Preview”, “Email”, or “Preferred Contact Method” options. For the “Preview” option, the Account Receivable statement is displayed on the screen in the selected format.
For the “Email” option the email window will appear, as shown below, upon pressing [Run Report].
Fill out the standard email fields and press the [OK] button. The system will send the email to the specified addresses with the Account Receivable Statement attached, and, if it was sent successfully, will display the message, “Email was sent successfully”.
The Preferred Contact Method destination is used to send the Account Receivable Statement automatically according to the Customer setting.
When printing the Account Receivable Statement for a customer and the Preferred Contact Method destination is selected, the system will check three fields from the Customer tab of the Maintain Customers screen: ‘Email AR Statement’ checkbox, AR Statement Email Addresses, and E-mail.
If the ‘Email AR Statement’ box is unchecked, the Account Receivable Statement will be displayed on the screen in the same fashion as the preview destination option.
If the ‘Email AR Statement’ box is checked, the AR Statement Email Addresses field has one or more comma separated email addresses, and the E-mail field is blank, the system will send the Account Receivable Statement to all the listed addresses.
If the ‘Email AR Statement’ box is checked and the AR Statement Email Addresses field is blank, the system will send the Account Receivable Statement to the email address located in the E-mail field.