Statements

Go To User Guide - Accounts Receivable

Accounting>File>Accounts Receivable>Statements

This selection allows processing statements for accounts receivables.  Perform each step from the Statements menu in the order listed.

 Note: THIS REPORT IS NOT USED FOR MONTH-END RECONCILING.

Print the Statement Editing Listing

Accounting>File>Accounts Receivable>Statements>Statement Edit Listing 

This routine prints a listing of all invoices, as they will appear on monthly statements. The edit list will allow reviewing all entries for spelling consistency, etc.  All invoices should then be appropriately adjusted.

Statement Editing List Field Explanations

Field	Explanation
Date	Enter the statement date.
Starting/Ending Name	Leave these fields blank to include all customers. Print the edit listing for a single customer entering the customer name in the Starting Name and Ending Name fields. Press F8 to export from the customer list.
Stores	Select a single or multiple stores.
Combine Stores	This creates a summary report with all selected store totals combined.
Customer Types	Select one or more customer types.
Aging	Specify the aging period.
Print Preview	View the report in a print preview before printing.
Output CSV	Choose to create a CSV file in addition to a printed report.

Report Example

Print Statements

Accounting>File>Accounts Receivable>Statements>Print Statements

This option allows printing accounts receivable statements. Statements will be emailed if there is an email address listed on the Additional Info tab in the Customer file. If there is no email, the statement will be printed. To print ALL statements, click the Print All option. 

Statements can be run on pre-printed statement forms, letterhead, or blank paper. They may be printed repetitively without changing any records. Statements will NOT print for orders that are flagged as "ON HOLD" in Order Entry. 

Print Statements Field Explanations/strong

Field	Explanation
Date	This date is used to determine the aging of the customer orders that will print on the statements.  All open balances are aged from this date forward.  The statement date that prints on the statement will be the last day of the month prior to the month selected in this field.  For example, if July 14 is entered as the date, the statement will print June 30, and all outstanding balances are compared to June 30 for aging purposes.
Starting/Ending Name	Click the F8 button to select a customer from the customer list.  For all customers, leave this field blank.
Stores	Statements may be printed for all store codes, a single store code, or a combination of stores.  Click the Tag All button for all stores or single-click individual store codes.
Customer Types	Statements may be printed for all customer types, a few customer types, or a single customer Type.  Click the Tag All button to select all customer types or single-click customer type names to select individual customer types.
Aging From	Click one of the aging selections. The aging is calculated from the date entered.
Description to Use	Select what information will be displayed in the description column.
Print Preview	Allows previewing report before printing.
Print Sales Rep.	Checking here will print the sale representative’s name on statements. If there are multiple invoices with different sales representatives on the invoices, the statement will include the name on an invoice-by-invoice basis. If all of the invoices have the same sales representative, the name is printed at the top of the statement
Exclude Credit Balances	To print statements for only invoices with a balance due, check this box.
Print By UD Main	If this is select, then the statements print sorted by the Main/Referring customer.  The statement is still made out to the original customer but it is in the stack with its parent and the other branches belonging to the main customer.
Print Due Date	Checking this box prints the Order Due Date on the Statement.
Output CSV	Allows creating an ASCII text file for use in other applications. Defaults to saving as the displayed name and to the RFMS directory, although typing in a path and name is allowed.
Copies	Enter the number of copies to print.
Print All(No Email)	Allows the printing of all statements and no emails will be sent.
Sort Order	Statements can be sorted by Invoice Number or by Order Date.
Printing Format	Select either Plain Paper or Letterhead. Both are 8 ½ x 11. Plain paper options: Use Store Code Info:Click here to print the address information for each store tagged. If this selection is not checked, the default store code address is used. Use # 9 (double window envelope):Clicking here will print the store name and address on the left-hand side rather than centered and the logo is smaller. This is so the store address and customer address will show in a double window envelope. Leaving this unchecked, Prints store address in center under the logo. This is meant for a single window envelope. While envelope sizes are standard, the window placements are not. Please check with your stationary supply company for envelopes with the appropriate window placement.

Print Statement Options Dialog

	Statement Logo This field allows specifying a graphic that is printed on the statement.  Normally, the graphic is an electronic version of a company logo.  Using this option is useful for printing statements on plain paper.
	Message to Print on Last Page This option allows a message to be typed that will be on ALL statements.  It will be printed on the last page of the statement.
	Body of Email Message This option allows the user to type a message that will be displayed in the body of the email of ALL statements that are emailed.

Report Example

 Notes:

• The Credit Column only contains actual payments made by the customer.
• The name printed on the Statement follows the Invoice Name Print Order System Option. The statements will still print out in Last name order.
• If the customer has terms, that information will print on the bottom of the statement.
  

List of CSV Output

Customer

Address

Address 2

City

State

Zip

Salesman

Date

Invoice Number

Description

Charges

Fnc Charges

Payments

Balance

Balance Due

Statment Date

Current Amt

Thrity Day Sum

Sixty Day Sum

Ninety Day Sum

Amount Due

Term Days