Statements

invoice_128_hotThe Statement function is used to print customer statements.

The Statement function can be accessed from:

Customer Center- Receivables

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Go to Actions on the left-hand side of the form to enter Statement Settings.

Statement Settings. 

Closing Date. Enter the latest date of items that will appear in the statement.

Statement Date. Enter the date. This date will be printed on the statement as the “Statement Date”.

Invoice sequence. Select “Invoice #” if you want to print the invoices on an invoice statement in invoice number sequence. Select “Invoice Date” if you want to print the invoices on a statement in invoice date sequence.

Minimum Balance. Type the dollar amount of the minimum balance you would like to search for. This is the balance the customer owes to you.

Check the “Include Credit Statements” box if you wish to include credit statements.

Minimum Aging. Select “Current” if statements are to be printed for balances of current age. Select “30 Days” if statements are to be printed only for customers having a balance more than 30 days. Select “60 Days” or “90 Days” if statements are to be printed only for customers having a balance more than 60 or 90 days.

Customer Selection. Check the box “Print All Customers” if you wish to print all customers. Check the box “Print Single Customer” if you wish to print a single customer. If you choose this option, enter a customer number in the Customer # box. Check the box “Print Range of Customers” if you wish to print a range of customers. If you choose this option, in the Customer # From box, enter the lowest customer number you want to print a statement for when printing a for range of customers. In the Customer # Thru box, enter the highest customer number you want to print a statement for when printing for a range of customers.

Statement Message. Enter up to 4 lines of 60 characters each.

Check the corresponding boxes if you want to “Include New Invoices”, “Include Paid Invoices” or “Include All Stores”. You can check more than one box. If you do not check the box, “Include All Stores”, the system will only create a statement from the single store location the invoices came from.

You can select a Range of invoices to search for using the Range drop-down box or by entering the earliest date you want to search through in the From box and the latest date you want to search through in the To box. You can use the drop-down box for the From and To boxes as well.

Select OK when all your Statement Settings are complete.

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You will be provided with a list of customer statements meeting the criteria you set in Statement Settings.

Check the box “Include” if you want to include the corresponding statement in your final statement. Uncheck the “Include” box if you do not want to include it.

You can select a range of statements by selecting the first statement you want, holding down the shift key, then selecting the last statement you want. You can also do this by selecting your first statement and then dragging down until you reach your final statement.

By right clicking on a statement or range of statements, you can move the statement(s) to the Email or Fax list. If there is no email address listed for a particular statement, you can enter one in once it is moved to the email list. Whether statements are automatically set to Print, Email or Fax is dependent upon Customer Settings. More information on customer settings can be found in Customer Maintenance.

You can view a preview of your final statement by selecting Preview Statement, under Actions on the left-hand side of the form.

You can print your final statement by selecting Publish Statements, under Actions. Before printing, you must select whether to print, email and/or fax your statements and invoices. Select OK when you are finished with your selections. If you are missing any information, such as an email address, the system will alert you before publishing.

Upon publishing you will also be provided with a Statement Print Summary, which you can either print or exit out.

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