Accounts Receivable > Other Reports on AR Transactions

The Print Customer Statement function allows you to print Customer Statements that serve as billing documents sent to customers to demand payment on invoices that are due. Each Customer Statement shows the customer’s name, billing address and phone/fax numbers, statement date, details of the invoices and their balances, finance charges applied against the account and customer payments received during the statement period, as well as the account balance at the beginning and end of the statement period.

The statement is comprised of the following sections:

oInvoices

•This section shows regular invoices and sales returns recorded between the Last Statement Date and Statement Cut-off Date.

•Open invoices created before the Last Statement Date will show in the report either as individual invoices or as “Balance Forwarded” invoices. The report output is based on the Statement settings in the Customer Maintenance function.

•Fully paid invoices are shown only if the Include Paid-In-Full Invoices option in the report interface is marked.

•Details such as invoice amounts, finance charges and invoice balances are also included.

•Finance charges and invoice balances are interactively computed based on the Statement Cut-off Date specified.

oPayments

•This section shows invoice payment transactions recorded between the Last Statement Date and Statement Cut-off Date.

•Payment details such as discounts, adjustments and write-offs are shown in separate lines.

•Payments applied to invoices (displayed in the Invoice section) before the Last Statement Date or after the Statement Cut-off Date are not shown on the report.

oAdvanced Bill Payments

•This section shows payments applied to advanced bills on or before Statement Cut-off Date.

•Payments applied to advanced bills (displayed in the Invoice section) after the Statement Cut-off Date are not shown on the report.

oRefunds

This section shows refund transactions recorded between the Last Statement Date and Statement Cut-off Date.

oOpen Credit

•This section shows the Open Credit balance for the customer as of the Statement Cut-off Date.

•The Open Credit amount is computed as cash payments received between the Last Statement Date and Statement Cut-off Date less the applied payments received as of the Statement Cut-Off Date.

•If you have entered a date in the Excl History Cash Rcpts before field, in evaluating the open credit amount, the system will exclude transactions recorded before that date.

•The open credit amount excludes Sales Returns because Sales Returns are shown in the Invoice section of the Customer Statement.

oAging

•This section shows the receivable amount for each customer aged by Aging Range as defined in the AR Module Setup function.

•Open Credit balance is shown in the Current column.

•The right portion of the statement is a stub showing the invoice numbers and the related amounts due. This is designed to be returned with the payment.

To print Customer Statements, perform the following:

1.Access the Print Customer Statement function from the Documents group under the Reports main menu in the Accounts Receivable module.

2.Click the List box button next to the Configuration field; then, select the report configuration that you want to use.

3.Select the report sorting option by clicking the List box button next to the Sort By field.

4.In the Layout field, click the List box button to select the report layout you want to use in generating the report.

5.In the Report Configuration area, define the report filters. Mark the Individual Customer # checkbox if you want to generate the report for a single customer; otherwise, select in the Filters area the preferred criteria in generating the report.

6.Enter in the Last Statement Date field the cut-off date of the last statement period.

7.Enter in the Statement Cut-off Date field the statement’s cut-off date.

8.In the Age By area, select whether you want to age the receivables by Invoice Due Date or Invoice Date.

9.Mark any or all of the following checkboxes, if applicable:

oInclude Only Customer > X Days Past Due

Mark this checkbox if you want to print the Customer Statements only for those customers who has at least one invoice that remains unpaid for more than the specified number of days from either the invoice date or due date up to the statement cut-off date. For example, if you choose the Age by Due Date option and specify "30 days" in the Days Past Due field, AccountMate will print statements only for those customers whose invoices remain outstanding for more than 30 days starting from the invoice due date up to the statement cut-off date.

oInclude Paid-In-Full Invoices

Mark this checkbox if you want to include fully paid invoices in the statement; however, remember that only invoices that fall within the last statement date and cut-off date, as specified, will be included in the statement.

oInclude Zero Balance Customers

Mark this checkbox if you want to print statements for customers with zero balances. This checkbox is unavailable if you have marked the Individual Customer # checkbox to print a statement for a single customer.

This feature is not applicable if you have specified a range of outstanding balances as one of the filter criteria.

oEach Subsidiary on New Page

Mark this checkbox if you want to print the subsidiary's accounts on a new page when you consolidate a subsidiary's statement with that of its parent. The Consolidate Statement feature is set up in the subsidiary's customer record.

oSuppress Background Color

Mark this checkbox if you do not want to print the report’s background color.

oConsolidate Statement

Mark this checkbox if you want the parent account's Customer Statement to consolidate information from all its subsidiaries regardless of whether the Consolidate Statement checkbox is marked in the customer record. If you unmark this checkbox, the parent account's Customer Statement may include or exclude its subsidiaries' information depending upon the Consolidate Statement setting in the parent account's customer record.

10.Click the Preview or Print button to preview or print the report. Click the Configure tab to return to the report configuration page.

Note: When the ClickToPay feature is enabled and if there is at least one ClickToPay invoice created for the customer, a web link with the text "Click here to pay online" is available at the bottom of the customer statement. Clicking this link will direct you to the customer's URL.

The Print Customer Statement function also provides you with the flexibility to perform the following:

•Set up user-defined report macro

•Set up user-defined sort option

•Set up user-defined report layout

•Include notes in the printed report

•Export the report to various supported file formats

•Send the report as attachment to an email

•Include time and printed by information

•Drill-down on certain fields in the report:

oCustomer #

AccountMate displays the Customer Profile when you double-click the customer number in the report.

oInvoice #

AccountMate displays the Invoice document when you double-click the invoice number in the report.

oSubsidiary Customer #

AccountMate displays the subsidiary's Customer Profile when you double-click the subsidiary customer number in the report.

Print Customer Statement

Print Customer Statement

See Also