Faxing Multiple Statements

Use the Print Statements screen to fax statements to multiple customers. You can send statements to customers based on a variety of parameters, including due dates, branches, zip codes, and customer names. Before you begin this procedure, be sure that you have set this customer up to receive faxed statements. For more information, see Defining Customer Records for Faxed Statements and Defining Fax Statement Parameters.

When you fax statements to multiple customers, the system uses the following hierarchy to check for active, working fax numbers:

The system first checks the Customer Maintenance program to determine the appropriate fax number to use for ship-to customers.
If the Use Ship-To Address (Y/N) field on the Alternate Billing Address screen is set to Y (Yes), then the system uses the number in the Contacts area on the Customer Maintenance screen that is set to FAX. If there is no fax number present, then the system displays an error message.
If the Use Ship-To Address (Y/N) field on the Alternate Billing Address screen is set to N (No), then the system uses the number in the Fax field on the Alternate Billing Address screen. If there is no fax number present, then the system displays an error message.
Then the system checks the Customer Maintenance program to determine the appropriate fax number to use for bill-to customers.
If the Use Ship-To Address (Y/N) field on the Alternate Billing Address screen is set to Y (Yes), then the system uses the number in the Contacts area on the Customer Maintenance screen that is set to FAX. If there is no fax number present, then the system displays an error message.
If the Use Ship-To Address (Y/N) field on the Alternate Billing Address screen is set to N (No), then the system uses the number in the Fax field on the Alternate Billing Address screen. If there is no fax number present, then the system displays an error message.

To fax multiple statements:

From the A/R menu, select Print Statements to display the Print Statements screen.
In the Data Through field, enter the fiscal end-of-month or the statement date. The default entry is the current date, but you can change this.
In the Age as of field, the system populates this field with the Data Through date. This is the default date but you can change this, if circumstances warrant it. For example, if you are running a statement for a customer from a prior period, you might need to use a date other than the one after the Data Through date.
In the Home Branches field, enter the branch or branches for which to fax the statement.
In the Include Blank Home Branch (Y/N) field, enter one of the following:

Y – Includes all customers who have not been assigned a home branch. This is the default.
N – Does not include any customers who have not been assigned a home branch.

In the Sale Branches field, do one of the following:
To send the statements to a single sale branch, enter that sale branch here.
To send the statements to all sale branches, enter All here. This is the default.

In the Customer field, specify the customers for whom you want to produce statements. Keep in mind the following:

To produce statements for all customers, leave this field blank.
To produce statements for one customer, enter that customer's name.
To produce statements for a specific group of customers, use the Multi hot key to display the Customer Selection screen where you can create a list of customers. For more information, see Creating or Editing Customer Statement Lists.

In the Statement Options field, press F10 and select one of the following to determine the type of statements you want to fax:

Individual Customer – Includes only the customer whose name is entered in the Customer field. For more information, see Faxing Single Statements.
All Batch Stmt Customers – Includes all customers who have an entry in the Batch Statement field in their customer record, regardless of their balance.
Positive Balance – Includes all customers who have a balance due that is greater than zero and who have an entry in the Batch Statement field in their customer record.
Current – Includes all customers with a current balance, regardless of the setting of the Batch Statement field in their customer record..
31-60 Days Past Due – Includes all customer who have a balance due that is from 31 to 60 days overdue, irrespective of whether or not there is an entry in the Batch Statement field in their customer record.
Over 60 Days Past Due – Includes all customers who have a balance due that is more than 60 days overdue, irrespective of whether or not there is an entry in the Batch Statement field in their customer record.
Negative Balance – Includes all customer who have a credit balance irrespective of whether or not there is an entry in the Batch Statement field in their customer record.

Note: To print different types of statements at the same time, use the Multi hot key to display the Statement Options Selection screen where you can create a list of statement types. If you select the Individual Customer option, you cannot use the Multi hot key. For more information, see Creating or Editing Customer Statement Lists.

In the Also Print Invoices field, press F10 and select one of the following to determine whether in addition to the faxed statement, you want to send additional invoices:

Batch Ready Invoices – Prints any of a customer's invoices currently ready for batch printing.
All Open Invoices – Prints all of a customers unpaid and partially paid invoices.
Statement Month Open Invoices – Prints the customer's current month's unpaid and partially paid invoices.
No – Prints only statements and includes no invoices.

In the Ovrd Cust Batch Stmt Flag (Y/N) field, indicate whether or not to override the print flag parameter defined in the Batch Statement field on the Customer Pricing/Printing screen:

N – Does not override the Batch Statement field settings. This is the default.
Y – Overrides the Batch Statement field settings.

Note: Access the Customer Pricing/Printing screen from the Files > Customer menu, Pricing hot key. For more information, see Customer Maintenance.

In the Batch Sort By field, press F10 and select one of the following to determine how to sort the statements you want to fax:
Zip – Sorts the statements first by zip code, and then by the customer name, in alphabetical order as defined in the Sort By field in their Customer Maintenance record. This is the default. Sort your statements by zip code if your company takes advantage of reduced postal rates by sending the statements as presorted first class mail.
Customer Name – Sorts the statements by customer name, in alphabetical order, as defined by the Name field in their Customer Maintenance record.
Customer Sort By – Sorts the statements by the parameters defined in the Sort By field in their Customer Maintenance record.

Note: To specify the default value for this field, you must set the Default Invoice/Statement Sort control maintenance record.

Do one of the following to determine which customers to fax statements to:

To fax statements to a specific customer, enter that customer's name in the Customer field.
To fax statements to customers with a particular statement cycle, move the cursor to the Customer Statement Cycle field, press F10, and select from a list of user-defined statement cycles.
To apply more than one type of statement cycle, move the cursor to the Customer Statement Cycle field, use the Multi hot key to create a list of statement cycle codes, and then press Esc. The word *Multi* appears in the field to indicate that more than one cycle code has been selected.

Note: Statement cycle codes are defined by the Valid Customer Statement Cycles control maintenance record, and applied in the Customer Pricing/Printing screen in Customer Maintenance. For more information, see Setting Up Customer Invoice Printing Options.

Use the Msg hot key to move the cursor to the Statement Message field. Enter a message that you want to appear with each faxed statement. For example, you might thank your customers for their business, or include other relevant and timely information.
Use one of the following hot keys to process the statements:

Hot Key	Function
Print	Generates statements and sends them to the Outgoing Fax Status Queue. Changes made to the Fax Memo screen prior to using this option will be saved.
Hold	Generates statements and sends them to the Outgoing Fax Status Queue. Changes made to the Fax Memo screen prior to using this option will be saved.
Opts	To schedule statements to be sent, select the Scheduling option. This option displays the Phantom Scheduler screen, which lets you schedule the faxing of the statements. The other options under this hot key are not relevant to generating statements, as the information that you would be entering is already available on the main screen.

The statement is sent to the Outgoing Fax Status Queue for faxing according to the settings on the Fax Memo screen. For more information, see Defining Customer Records for Faxed Statements. A message is displayed at the bottom of the screen when the statement is faxed.