Accounts Receivable: Customer Statements Accounts Receivable: Customer Statements
Statements are printed from invoices that have been posted to the Invoice File. This means that any unposted invoices or receipts will not be included on these statements. This screen is accessed through Statements on the Accounts Receivable Reports Menu.
Click on any column header to sort the listed items. This will be useful when the list of reports has grown.
Add or Change (button)
To modify the information used in generating the report, press the Add button. Highlight the desired report title and press the Change button. For more information, see Add or Change a Customer Statement.
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted report will be deleted. If the No button is pressed, the program returns to the previous screen.
To print a report, press the Print button. For more information, see Printing Reports.
Report Description: A/R Statement
Report Sample: A/R Customer Statement
Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
1. There is no information within the selected limits. Remove all limits, then, one at a time, reinsert the limits. If the report still will not print, insert a new report title.
2. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.
This button closes the program and returns to the main screen.
Help (button)
see How to use help
Add or Change a Statement Report
To Add or Change a report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set. No limits should be set if a complete listing of all open invoices for all customers in the History File is desired. Several limits may be set to narrow the list to a very small range of Invoices, Customers, or Due Dates.
The following is a description of each of the limits. Check the appropriate boxes and enter the desired limits. When all desired limits have been set, press the OK button.
Report Title
The title of the report. Warning: The title is used to save the limits in a newly defined report. Use a descriptive title that distinguishes each report.
Use this section to limit the report by customer. Use the Range setting to set a range of customer numbers. Use the List setting to specify a list of customers to be included.
All, Range, List (radio buttons)
Select the All radio button to ignore Customer reporting limits. Select Range to enter a range of Customers in the From and To fields. Select List to report on a list of selected Customers.
These fields will be available if the Range radio button is selected.
From
Enter the customer number. Press the lookup button and the Customer Entry screen comes into view. Highlight the desired customer and press the Select button.
To
Enter the customer number. Press the lookup button and the Customer Entry screen comes into view. Highlight the desired customer and press the Select button.
Edit Customer List (button)
Click the Edit Customer List button to add or remove Customers from the list of Customers to be included in the report. The following screen will come into view.
Retrieve a Saved List / Save This List for Future Use (buttons)
Use these buttons to save the current list of included records for future use, or to retrieve a previously saved list. See Saved Report Limit Lists for more details.
Available Records
All Available Customers that are not included in the list are displayed in these columns.
Included Records
All Included Customers are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas.
Sort by Customer ID (radio button)
This prints the report by customer ID number in numerical order.
Sort by Customer Name (radio button)
This prints the report by customer name in alphabetical order.
Sort Detail by Job (check box)
This prints the report by Job number in numerical order.
Check this box and statements will be emailed to contact email addresses for each respective customer. The emailing will take place after the Print Preview window has displayed a list of all the statements that fit the limits set forth in this window. When the Print Preview is closed, the following window will appear.
This window will allow for sending emails to customers with PDF versions of their statements attached. The list box in the center of the window shows all the customers for whom statements were previewed on the previous Print Preview window. The email address of the main customer contact is shown. If the email address is missing or invalid, a statement cannot be emailed to that customer contact. If there is a valid email address, a tag can be placed in the first column, indicating that the tagged customer contact will receive an email statement.
From
By defualt this field will contain the name and email address (if available) of the current user.
Subject
A default email subject will be displayed. This can be edited, and will be the subject of all the emails sent.
Message
A default email message will be displayed. This can be edited, and will be the message that appears on all the emails sent.
Tag/Untag (button)
Use this button to tag or untag the highlighted customer for statement emailing. Remember that a tag can only be placed on a customer with a valid email address.
View (button)
Use this button to preview the PDF Statement for the highlighted customer.
Print Untagged Statements (button)
Click this button to generate a PDF of all statements that are NOT tagged for emailing. This PDF will be immediately displayed and can be printed in full or in part so hard-copy statements can be sent to customers who do not receive a statement via email.
Change Highlighted Record (button)
Click this button to edit the email address and the email tag of the highlighted customer.
Sending a Statement to Multiple Contacts with the Same Customer
Statement emails can be sent to more than one contact for the same customer. In the Customer Entry window, insert a new Contact. On the Contact entry screen, make sure to enter a valid email address and check the box to indicate that this contact needs to receive a statement via email.
Choose one of the following options.
Print Statements with Open Items Only (radio button)
This option prints statements including only items that are opened.
Include Items Reconciled Since Last Statement (radio button)
This option prints items reconciled since the last statement.
Include Complete History (radio button)
This option prints both reconciled and unreconciled items.
Don't Print... Clear Reconciled items from Future Statements (radio button)
This option does not print a report; it only clears the reconciled items from the history file.
Select AR Accounts (check box)
The system allows for multiple Accounts Receivable accounts to be tracked. If statements for only one or a selected range of these accounts is desired, place a tick in this box and set the range of account numbers using the From and To entry boxes.
Note that the Aging Ranges are those that were set up in the Accounting Options Setup, Receivables 2 tab. To print all statements on all accounts with balances, select the All Invoices button. Select any other button, and the report will print statements on only those customers that are within the selected aging period. For example: selecting Overdue 1-30 will only print those customers that are overdue from 1 day to 30 days. It will not include those that are overdue 31 days or those that are not yet due.
Print Full Statement for Customers with Invoices in Aging Range (check box)
If this box is checked, a full Statement will be printed for Customers with Invoices in the selected Aging Period. This means that if the Customer has any outstanding Invoices in the selected Aging Period, all outstanding Invoices for that Customer will be printed.
Exclude Voided Items (check box)
If this box is checked, the Complete History printing format will exclude any invoice that was entered then subsequently voided.
Print PAST DUE Stamp if over [??] days past due (check box)
If this box is checked the statement will print a red PAST DUE stamp at the top of the report with the number of days overdue of the oldest unpaid invoice.
Number of Days (spin box)
In this box, enter the minimum number of days before a PAST DUE stamp is printed. For example if the user enters "10" in this box, the PAST DUE stamp will only be printed if at least one of the listed invoices is more than 10 days past due.
Include default MEMO from Accounts Receivable Setup (check box)
If this box is checked, the printed statement will include the Default Memo entered during Accounts Receivable Setup.
Use this section to limit the report by Job. Use the Range setting to set a range of Job ID numbers. Use the List setting to specify a list of Jobs to be included.
All, Range, List (radio buttons)
Select the All radio button to ignore Job reporting limits. Select Range to enter a range of Jobs in the From and To fields. Select List to report on a list of selected Jobs.
These fields will be available if the Range radio button is selected.
From
Selects the first job in a range or a single job. Enter the job number. Press the lookup button and the Job Setup screen comes into view. Highlight the desired job and press the Select button.
To
Selects the last job in a range or a single job. Enter the job number. Press the lookup button and the Job Setup screen comes into view. Highlight the desired job and press the Select button.
Edit Job List (button)
If the List radio button is selected, this button will be available. The following screen will come into view when the Edit Job List button is pressed.
Use the arrows to move Jobs from the Available list to the Included list. All Jobs in the Included Records section will be included on the report. Use the tabs to sort each section by Job Number or by Job Name.
Exclude Invoices With Only Unpaid Retention Amounts (check box)
If this box is checked, invoices that have been fully reconciled with the exception of the Retention amount will be excluded from the statement.
Print Job Name (check box)
If this box is checked, job billing line items will include not only the Job ID, but also the Job Name.
Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.
Report Description - A/R Statement
Each statement will contain the company name and address, and the name and address of the company to whom the statement is sent. The system date (the date the computer shows) will appear as the statement date. The Customer Number will be printed as the Account Number. The addresses are printed in a format that allows the statement to be folded and inserted directly into standard (3 1/2" by 8 1/2") double-window envelopes.
All previous invoices and invoice amounts will be listed, as well as the balance due on each invoice. Any reconciliations that have not been cleared will be displayed. All receipts will be displayed, as well as a total for all receipts.
At the bottom of each statement is an Aging Analysis for that customer. Unless specified otherwise in Setup Accounting Options, the customer’s account is displayed as Current Due, 1-30 Days, 31-60 Days, 61-90 Days and over 90 days. The total discount amount, amounts billed, retained amount, paid amount, and balance will also be listed, which is the total invoice amount less the amount already received. The number of days the bill is past due is indicated.
Report Sample - A/R Statement (Print Only Open Items )
