Ideal Online Documentation

25670 A/R LISTINGS, REPORTS AND FORMS
AR5-13 Customer Statements

 

PURPOSE

 

The customer statements report is used to print customer account statements. Customer statements print customer accounts receivable details. The statements are typically printed at month end, but can be printed at any time during the month as well, for instance if a customer requests a statement of account. Each customer has specific statement parameters set via the STATEMENT OPTS field on the customer master file. Please refer to this for more information.

 

Depending on your system configuration, statements can be printed in any of the following ways.

  1. Printed on blank paper. The program prints your company name and address as well as all other required headings.
  2. Printed on blank forms that contain your company letterhead.  The program prints all other required headings.
  3. Printed on pre-printed statement documents that contain your company letterhead and other information. The program only prints the statement details.

Customers can be designated either as "open item" or "balance forward" type customers as per the ACCOUNT TYPE field on the customer master file. Open item customer statements print all of the customers' account detail (invoices, payments, discounts, etc) regardless of the age of the transactions. Balance forward customer statements typically print a balance forward amount and the current month's account detail only. However, the statement program has the ability to simulate balance forward statements for open item type customers by setting the 5th character of the customer's STATEMENT OPTS field to "Y".

 

Although statements are typically printed at the end of the period, they can also be printed at any point during the month. However, if you are printing simulated balance forward statements it is important to follow properly the end of statement options (see END OF STATEMENT OPTIONS).

 

Other statement printing options are based on customer STATEMENT OPTS field. These include:

  1. Ability to sort the statement invoice detail by contract number.
  2. Ability to print extra separate statements for each contract.  These statements are typically given by your customer to their customers (for which the contracts are set up).
  3. Ability to automatically print the current month's invoices after each customer's statement has been printed.  This allows you to print statements and invoices in one run, but can only be done if you are using blank paper or blank letterhead only forms. Your system can be configured to print "condensed" invoices that contain all relevant information about the invoices, but print up to four condensed invoices per page rather than printing the complete invoices.
  4. If printing current month's invoices, ability to sort the invoices by contract number.

There is also an option available to print a three line message on the statement. This message can vary from month to month. If this message is required it must be entered with each statement run.

 

Customer Statements is accessed from:

  • A/R Report and Month End menus

 

PROCEDURE

 

When you select Customer Statements from the A/R Report or Month End menu the following prompts display.

 

COMPANY:

 

Defaults to the current working company number. If your system has multiple companies, statements must be printed for each company.

 

STORE CODE:

 

Enter the desired store code.

 

If a store code is specified, only customers that reference that store code will be printed.

 

 

[Enter] for all stores.

 

STATEMENT DATE:

 

Enter the date that you wish to show on the statement.

 

[Enter] for the current system date.

 

ALPHA/NUMERIC SEQ:

 

"A" to print in alpha code sequence.

 

"N" to print in numeric code sequence (if applicable).

 

RANGE OR SPECIFIC:

 

"R" to print a range of customer codes.

 

You are prompted to specify the range to include.

 

 

STARTING CUSTOMER:

 

Enter the starting alpha or numeric code.

 

[Enter] for the first customer.

 

ENDING CUSTOMER:

 

Enter the ending alpha or numeric code.

 

[Enter] for the last customer.


"S" to specify individual customer codes.

 

SPECIFIC CUSTOMER CODE(S):

 

Enter each desired customer codes.

 

After entering each code press [Enter] to confirm the selection. The selected codes will be displayed as selected. To remove a code from the list, enter the code and press [Enter] again.

 

 

SPECIAL MESSAGE #1:

 

Enter the first line of special message.

 

This will print at the bottom of each statement.

 

 

[Enter] for no message.

 

SPECIAL MESSAGE #2:

 

Enter the second line of special message.

 

This will print at the bottom of each statement.

 

 

[Enter] for no message.

 

SPECIAL MESSAGE #3:

 

Enter the third line of special message.

 

This will print at the bottom of each statement.

 

 

[Enter] for no message.

 

** FORCE OPEN ITEM STATEMENTS THIS RUN? (Y/N): N

 

[Enter] accept default "N".

 

"N" do not force open item statements.

 

"Y" to force open item type statements.

 

All of the statements printed in this run will be "open item" statements which will show all of the customer's invoices and related payments. This turns off any "balance forward" type statements. Only the current statement run is affected.

 

 

SUPPRESS ZERO BALANCE INVS:

 

"Y" to not print zero balance invoices.

 

Details for invoices which have a zero balance are not printed. These include all that are fully paid.

 

 

"N" to print all invoice details.


ONLY INVOICES SINCE LAST RUN:

 

This option pertains only to invoices that automatically print following the customer statements (if applicable).

 

 

"Y" to not include these invoices.

 

The print run will exclude all invoices that have been previously printed.

 

 

"N" to include all invoices in the invoice run.

 

** PROCEED TO PRINT STATEMENTS? (Y/N):

 

"Y" to print the statements.

 

"N" to not print the statements and exit the program.

 

[F3] to backup to the previous option.

 

** PRESS 'T' TO TEST; 'C' TO COMMENCE; F3 TO RE-SELECT PRINTER; F4 TO END:

 

"T" to print a test pattern.

 

Test patterns are typically printed to help line up the statements if using pre-printed forms. The program returns to this prompt in case more test patterns are required.

 

 

"C" to print the statements.

 

PRINTER SELECTION & CONFIGURATION

┌────────────────────────────────────────────────────────────────────────────────┐
│08/14/07                *****  PRINTER SELECTION  *****                         │
│                                                                                â”‚
│                                                                                â”‚
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR .....                          â”‚
│                                                                                â”‚
│1. PRINTER NAME ................................. P1  OKIDATA 390               â”‚
│                                                                                â”‚
│2. CHARACTERS PER INCH ? (10,12,17) ............. 10                            â”‚
│   SINGLE OR DOUBLE DENSITY ? (S,D) ............. S   SINGLE DENSITY            â”‚
│                                                                                â”‚
│** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS): _            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS):

 

"1" to change printers.

 

"2" to change the CPI and/or print density.

 

[Enter] to print.

 

[F4] to not print and exit to the menu.

 

[F5] to display a list of printers for selection.

 


END OF STATEMENT OPTIONS

 

After the statements are printed the following prompt displays.

 

** ARE STATEMENTS PRINTED OK? (Y/N):

 

"N" to display the options screen.

 

The following prompt is displayed.

 

 

** RE-PRINT USING ABOVE INFORMATION? (Y/N):

 

"Y" to reprint the statements using the original settings.

 

"N" to restart the statement program to re-enter information.

 

"Y" to indicate the statements are printed OK.

 

The following prompts display.

 

 

** SET DATE PRINTED FOR INVOICES PRINTED IN INVOICE SUMMARIES? (Y/N):

 

This option pertains only to the invoices that automatically print following the customer statements (if applicable). This must be set properly in order for the ONLY INVOICES SINCE LAST RUN: option to work properly.

 

"Y" to flag each invoice.

 

Each invoice that was printed is flagged in the invoice summary file. This setting lets the system know that the invoices that were printed are not to be printed again if the ONLY INVOICES SINCE LAST RUN: option is set to "Y" on subsequent statements runs.

 

 

"N" to not flag each invoice.

 

Each invoice that was printed is NOT flagged in the invoice summary file.This setting lets the system know that the invoices that were printed are to print again regardless of the ONLY INVOICES SINCE LAST RUN: option setting on subsequent statements runs.

 

 

** SET FLAGS FOR STATEMENT DETAIL PRINTED? (Y/N):

 

This must be set properly in order for simulated balance forward statements to print properly.

 

"Y" to flag each statement detail.

 

This includes invoice, payment, etc, information that was printed in the statement. This setting lets the system know that the details that were printed are not to be printed again but are to be included in the simulated balance forward total on subsequent statement runs.

 

 

"N" to not flag each statement detail.

 

This includes invoice, payment, etc, information that was printed in the statement. This setting lets the system know that the details that were printed are to be printed again and are not to be included in the simulated balance forward total on subsequent statement runs.

 


If you print simulated balance forward statements on a bi-monthly basis, you must determine whether or not:

  1. The end of month statement should print the same details that the mid-month statement printed. In this case, the above option should be set to "N" during the mid-month run. OR
  2. The end of month statement should show the details that were printed on the mid-month statement as a balance forward total. In this case, the above options should be set to Y during the mid-month run.

Regardless of the mid-month scenario, the above option is typically set to "Y" during the end of month statement run.

 

An example customer statement follows.

  



                               I D E A L W A R E
                        200 - 3680 East Hastings Street
                                Vancouver, B.C.
                                    V5K 2A9
                                (604) 298-9077

                    S T A T E M E N T   O F   A C C O U N T

                        C U S T O M E R   S U M M A R Y

CUSTOMER:   (DIVCON)                                           PAGE: 1

DIVINE CONSTRUCTION LTD                                        DATE: 09/30/94
#505 - 9900 ACER STREET
VANCOUVER, B.C.
V4F 1D4

-------------------------------------------------------------------------------
                                         DISC.
INVOICE      DATE    DESCRIPTION         AVAIL      DEBIT     CREDIT    BALANCE
-------------------------------------------------------------------------------

01A162404  08/11/94  INVOICE                     5,173.29              5,173.29
01A162404  09/10/94  DISCOUNT                                  66.97   5,106.32
01A162404  09/10/94  PAYMENT                                5,106.32        .00
01A162736  08/12/94  INVOICE                       921.39                921.39
01A162736  09/10/94  DISCOUNT                                  12.12     909.27

...

01A165956  09/03/94  INVOICE              3.57     271.03              3,179.42
01A166146  09/06/94  INVOICE               .53      40.62              3,220.04
01A166147  09/06/94  INVOICE              3.79-               288.31   2,931.73
01A166254  09/07/94  INVOICE               .71      54.18              2,985.91
01A515551  09/15/94  INVOICE              3.38     256.50              3,242.41
01A525155  09/16/94  INVOICE              2.33     176.99              3,419.40
                                      --------   --------
                                          9.65   3,419.40              3,419.40
                                      --------
                                          9.65

** NOTE: CREDIT FOR DISCOUNTS TAKEN THIS MONTH:                91.07

** NOTE: PAYMENT(S) RECEIVED FOR THIS PERIOD:               7,000.00


GST for current month:                                                    18.39
-------------------------------------------------------------------------------
     CURRENT      Aug/94      Jul/94      Jun/94       OLDER          T O T A L
-------------------------------------------------------------------------------
      732.97    2,686.43                                               3,419.40
-------------------------------------------------------------------------------
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