Printing Statements

Use the Print Statements window to print single or batch statements to mail to one or more customers. You can send statements to customers based on a variety of parameters, including due dates, branches, zip codes, and customer names. Invoices can change aging buckets depending on the aging methods used; we recommend addressing the Data Through and Age As Of fields carefully to ensure you are retrieving the invoices you want.

If you plan to fax statements, rather than mailing them, be sure that you have enabled up your customers to receive faxed statements.

Statements run specifically for ship-to customers print the bill-to name and address on the left of the header, and print the ship-to name and address on the right side of the header. This includes ship-to customers that are flagged as separate A/R.

To print statements:

From the A/R menu, select Print Statements to display the Print Statements window.

In the Data Through field, enter either the fiscal end-of-month date or the statement date for the system to retrieve invoices equal or earlier that the selected date.

The system populates this field with today's date, but you can change it, if needed. This field accepts variable dating.

Note: If you enter a date that is for the 25th or less, the system uses this date for the previous balance. If you enter a variable date, the system uses the fiscal end date of the previous month for the previous balance. If you enter a date that is for the 26th through the 31st, the system uses the G/L end of month date to get the previous balance.

In the Age as of field, enter the date from which to age the invoices. This field accepts variable dating.

In the Home Branches field, enter the number that represents the branch for which to print or fax statements. For example, to print statements for branches 1 and 2, type 1,2.
Select the IncludeBlank Home Branch check box, to include all customers who have not been assigned a home branch. This is the default.
In the Sale Branches field, do one of the following to determine the branch for which you want to print statements:

To include invoices from a specific branch, enter the sale branch.
To include invoices from more than one branch, enter branches the sales branches, separated by commas. For example, to send statements to branches 1 and 2, type 1,2.
To include invoices from all sale branches, press Enter to select All. This is the default.

In the Customer field, enter the customer's name for which you want to print statements. Leave the field blank to print for all customer. To print statements for a group of customers, click the Multiple button to display the Customers window. See Common Buttons Used to Search and Select

Note: If a customer is not flagged for batch statements, using the Customer field is the only way to produce a statement for that customer. If you skip the Customer field specify an individual customer in the Statement Options field, the system positions the cursor in the Customer field for entry of a customer bill-to or ship-to name. For more information, see Defining Customer Invoice Printing Options.

In the Statement Options field, select which kind of customers you want to include.

Note: If you use the Print Statements option from A/R Inquiry, the Customer and Statement Options fields are populated based on the customer being viewed.

In the Also Print Invoices field, select how to include additional invoices, if needed, in addition to the faxed statement.

The Print Open Invoices function only works for customers who are flagged to receive printed statements.

If you select to also print invoices, and the customer has the E-mail Stmt-Invs lieu of Prt activity trigger set, the system sends both the statement and invoice through e-mail to the customer. If you select to also print invoices while you are printing statements, the system changes the print status for the invoices it prints to N.

Select the Ovrd Cust Batch Stmt Flag check box to override the print flag parameter defined in the Batch Statement field on the Customer Pricing Information window. The default is deselected.

Note: Access the Customer Pricing Information window from the Maintenance > Customer > Pricing menu. For more information, see Defining Customer Pricing Options.

In the Batch Sort By field, select one of the following:

Zip - Sorts the statements first by zip code, and then in alphabetical order by customer name, as defined in the Sort By field in their Customer Maintenance record. Sort your statements by zip code if your company takes advantage of reduced postal rates by sending statements as presorted first class mail.
Name - Sorts the statements in alphabetical order by customer name, as defined in the Sort By field in their Customer Maintenance record.

Note: To specify the default entry in the Batch Sort By area, set the Default Invoice/Statement Batch Sortcontrol maintenance record.

In the Customer Statement Cycle field, select a statement cycle to fax statements.

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

In the Minimum Balance to Process field, enter an amount at which the system should print statements based on the statement total. The system prints only those statements that are more than this amount. Leave the field blank to print statements regardless of balance.

In the Send via FTP field, indicate if you want to send statements using FTP to a billing service. No is the default.

Note: This is an optional field. For more information, see Identifying FTP Access Settings for Statements.

If you select Yes in the Send via FTP field, click the FTP Info tab and complete the information for the billing service data.
- FTP Address – The IP address for the FTP site.
- User ID – The login name required to gain access to the FTP site. This is usually your company name.
- Password – The password required to gain access to the FTP site.
- Root Directory – The directory on the FTP site in which the statements or invoices will reside, preceded by a forward slash (/). This is usually the same as your user ID.
Click the Message tab to display the Statement Message area.

Note: This message is included and sent with all print statements for the indicated branch. A red warning displays above this dialog box to indicate the statements for which it is included. We recommend keeping the statement generic for all customers.

Enter the message to print for each Home Branch selected in the Home Branches field on each faxed statement. For example, you might thank your customers for their business, or include other relevant and timely information.
If you have parent customers, click the Additional tab to display the parent statement print options.
- Subtotal By - Indicate how to divide details for the report: bill-to, ship-to, or both account types.
- Page Break On - Indicate if you want to print the details on separate pages.
- Parent Statements > Statement Type - Select one of the following:
- - If set to Child, then the Parent/Child bill-to settings are ignored while generating statements. Child entities generate their own statements.
  - If set to Parent, then Parent/Child bill-to settings are respected while generating statements and child bill-to statements are suppressed. Parent bill-to accounts receive a single summary statement with detail for all the child bill-to accounts.
  - If set to Both, then the Parent/Child bill-to settings are respected, but still generate statements for each entity.
Note: Setting these options at the statement level override the Default Parent And Subtotal Settings For Statementscontrol maintenance record settings and at the Customer Maintenance level.
Set options, if needed, and print the invoices.

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 Setting Up Customer Records for Faxed Statements. A message is displayed at the bottom of the screen when the statement is faxed.

How the System Determines Printer Location for Statements

When you print statements, the system determines the printer location in the following way:

What the System Checks	Where Identified
The user's currently assigned location.	In the Local Printer field on the Local Printer Assignment window. For more information, see Assigning Local Printers to Terminals.

Option	Description
Individual Customer	Includes only the customer whose name you entered in the Customer field.
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 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 that is from 31 to 60 days past due, irrespective of whether or not they have an entry in the Batch Statement field in their customer record.
Over 60 Days Past Due	Includes all customers who have a balance that is more than 60 days overdue, irrespective of whether or not they have an entry in the Batch Statement field in their customer record.
Negative Balance	Includes all customers who have a credit balance, irrespective of whether or not they have an entry in the Batch Statement field in their customer record.

Option	Description
Batch Ready Invoices	Prints any invoices that are currently ready for batch printing. Invoices that are ready for batch printing have a print status of B.
All Open Invoices	Prints all unpaid and partially paid invoices. If you want a copy of invoices for collection purposes or for doing an audit, or you run statements for those customers over 60 days past due, select this option. If you selected All Batch Stmt Customers in the Statement Options field, do not select this option.
Statement Month Open Invoices	Prints the customer's current months unpaid and partially paid invoices. These statements will appear on the current month's statement.
No	Prints only statements and includes no invoices. We recommend you use this setting. If you print statements and invoices, the batch number includes an S (statement) or an I (invoices), in case you need to re-send them. If you specify an option other than No, and then send the job to the printer, and both forms, invoices and statements, are loaded in the same printer, and each statement is followed by the customer's corresponding invoices before the next statement is printed. If you specify an option other than No and send the job to the Hold File, two entries appear, one for the statements and one for the invoices, because each print job may be printed on a different form.