uses 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
To fax multiple statements:
From the A/R menu, select Print Statements to display the Print Statements window.
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. This field accepts variable dating.
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. This field accepts variable dating.
In the Home Branches field, enter the branch or branches for which to fax the statement.
Include Blank Home Branch field, do one of the following:
Select the check box - Includes all customers who have not been assigned a home branch. This is the default.
Do not select the check box - Does not include any customers who have not been assigned a home branch.
In the Sale Branches field, enter the sale branch to send the statements to a single sale branch. To send the statements to all sale branches, type All. 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 Fax Distribution List window. For more information, see Creating Customer Statement Lists.
In the Statement Options field, select
In the Also Print Invoices field, 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 check box, indicate whether or not to override the print flag parameter defined in the Batch Statement field on the Customer Pricing/Printing window:
Do not select the check box - Does not override the Batch Statement field settings. This is the default.
Select the check box - Overrides the Batch Statement field settings
Note: Access the Customer Pricing/Printing window from the Files > Customer menu, and select Pricing. For more information, see Customer Maintenance.
In the Batch Sort By field, 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.
Name - Sorts the statements by customer name, as defined in the Sort By field in their Customer Maintenance record, in alphabetical order.
Note: To specify whether the default entry in the Batch Sort By is either name or zip, 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, 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, click the Multiple button ,and create a list of statement cycle codes. The word *Multi* displays in the field to indicate that more than one cycle code has been selected.
Note: Statement cycle codes are defined by the
In 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.
Select one of the following options to process the statements:
To... | Use this option... |
generate statements and send them to the Outgoing Fax Status Queue | File > Print Note: Changes made to the Fax Memo screen prior to using this option will be saved. |
generate statements and send them to the your Hold file | File > Hold |
schedule statements to be sent, select using the Phantom Scheduler window | Opts > Schedule |
The statement is sent to the Outgoing Fax Status Queue for faxing according to the settings on the Fax Memo window. For more information, see Setting Up a Customer Record for Faxed Statements. A message is displayed at the bottom of the screen when the statement is faxed.
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