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Print A/R Statements

From the menu select Accounts Receivable > Invoice/Statement > Print A/R Statements

Purpose: The Accounts Receivable Statements show your customers’ transaction activity for the period and provide a summarized aging of their account. They are designed for mailing with window envelopes.

PRE-STATEMENT ACTIVITIES

  • Apply any credits which should be applied
  • Check for any non-posted cash receipt batches
  • Check for any non-posted miscellaneous charges
  • Users with Billing and Storage should process periodic storage bills (if applicable)
  • Generate and post late charges for past due invoices
  • Statement Reprint - Click this option if you are Reprinting a Balance Forward statement(s). By clicking this option, the customer’s balance forward for this statement run will not be recalculated. Note: This option only applies to printing a Balance Forward statement.

Warning: Please read the instructions carefully for the following two dates to avoid printing erroneous statements.

  • Current Statement Date - Enter the Current Statement Date or press Enter to accept the current date. Invoices and payments will appear on the respective statements as follows:

Open Item Statements

  • Invoices and payments dated after the last statement date and up to the current statement date will be included in DETAIL on the statement.
  • Invoices dated prior to or on the last statement date will be listed if they are still carrying an open balance.  Any items that were printed on prior statements that are now applied in full and have no remaining balance due will not print on the statement.
  • Invoices created with installment dates will only print if the installment date falls on or before the "Current Statement Date" entered.  Because of this feature, your a/r statement balance may not equal your customer's a/r ledger card balance

Balance Forward Statements

  • Invoices and payments dated after the last statement date and up to the current statement date will be included in DETAIL on the statement.
  • Invoices and payments dated prior to or on the last statement date will be grouped together and shown as a Balance Forward figure.
  • Invoices created with installment dates will only print if the installment date falls on or before the "Current Statement Date" entered.  Because of this feature, your a/r statement balance may not equal your customer's a/r ledger card balance
  • Last Statement Date - Enter the Last Statement Date or press Enter to accept the default of 30 days prior to the Current Statement Date.
  • A Last Statement Date other than the ACTUAL last statement date can cause some invoices not to be printed in this statement run when using a Balance Forward statement.

For example: Statements were last printed on 04/30/92. The Last Statement Date entered is 05/10/92.

  • The balance forward figure as of the 04/30/92 statement run will print. However, invoices between 05/01/92 and 05/09/92 are not included on this statement.
  • In this scenario, you must run the Rebuild Customer Balance Forward utility to correct the error.
  • Customers - Enter a Customer Number or leave the prompt blank to print a statement for ALL customers. If you don’t know the customer number, type in his name preceded by a backslash "" to access a cross-reference list.
  • Customer List - Enter a pre-defined Customer List Name or bypass this prompt. This list should be created with the Report Generator. If you are not sure how to create a list, ask your system administrator.
  • Customer Category - Enter a specific Customer Category code to print statements for or press F6 to list the available category codes. Important: The system will not print statements for customers with a "TR" (transient) category code.

Note: This option is only available when selecting ALL customers for statement printing.

  • Customer Name Range - Begin - Enter a beginning Customer Name Range to restart the statement printing process at a specific customer. Any single letter of the alphabet or a customer’s last name can be entered.
  • This feature is useful for selectively reprinting statements for a range of customers.
  • Customer Name Range - End - Enter an ending Customer Name Range to end the statement printing process at a specific customer. Any single letter of the alphabet or a customer’s last name can be entered.
  • Statement Message - Enter a Statement Message for this statement run only. Another statement message can be entered in A/R Parameters that will print on all statements every time.
  • Print Zero Balance Statements – Check this checkbox to print statements for customers with a zero balance. Customers with activity during the statement period which nets a zero balance will receive a statement when this box is checked.
  • Print Category Code - Click this option to print the Category Code on the statement.

-- Aging --​

  • Date Column 1 - Enter the aging Date for Column 1 or accept the default of 30 days prior to the Current Statement Date entered. These dates are used to determine the aging distribution of the invoices on the statement.
  • Date Column 2 - Enter the aging Date for Column 2 or accept the default of 60 days prior to the Current Statement Date entered. This date must be prior to the date in column 1.
  • Date Column 3 - Enter the aging Date for Column 3 or accept the default of 90 days prior to the Current Statement Date entered. This date must be prior to the date in column 2.
  • Click the Print button to print statements.