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Customer Statements Buttons

Customer Statements

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Customer Statements - Setup Tab

Access this tab using Activities>Accounts Receivable>Customer Statements.

Use this tab to enter the customer statement information, such as the name and header to appear on the statement. The statement is designed to print on the multi-purpose form available online. Refer to Preprinted Checks and Forms for a list of part numbers to use when ordering.

If you elect to email statements, verify that your customers are setup to receive emailed statements, have the correct email address, and the appropriate Statement Process Template is selected. Also, test that you are able to send statements using email, before clicking the Print/Email button.

To view steps to complete these tasks, see:

 

Statement Name: Enter a new statement name, or select one from the drop-down list. We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | and ".

Statement Header: Enter a new statement header, or select one from the drop-down list. This specifies the heading to print at the top of the statement. The system has set up the following statement headers:

  • Customer Past Due Statement
  • Customer Statement
  • Past Due Statement
  • Statement

Statement Period: Use this group box to specify the date range for the data to include in the statement.

  • Date Item: Select a valid statement period from the drop-down list. Choose from This Month, This Quarter, This Year, Last Month, Last Quarter, Last Year, or Custom. The system defaults to This Month.
    • If you select any Date Item except Custom, the system retains the option and the dates are dynamic. The system calculates these dates using the system date. Therefore, the next time the statement is opened, the current dates display for the statement period.
    • If the Date Item is Custom, the system always retains the last date range that was entered in the From and Through boxes.
  • From: This date, along with the Through date, determines the detail that is included in the statement. It specifies a time frame for including transactions in the selected range.
  • Through: This date, in conjunction with the From date, determines the detail that is included in the statement. It specifies a time frame for including transactions in the selected range. Essentially, this date ends the transaction or detail information on this date (including this date).

Note: The aging amounts are aged by document date, and the aging begins with the date entered in the Through box on this tab.

Comment: Enter a comment to print on the first section of the statement.

Print Order: Specify the order in which the statements print. Choose to sort by Customer ID, ZIP, Customer Name, Class, or Type. If any other option is selected other than Customer ID, the secondary sort is Customer ID. For example, if you choose to print by ZIP, customer statements with the same ZIP will be printed together, and statements within each ZIP code will be printed in the order of their Customer ID.

Detail Order: Specify the order in which the detail items print on the statement. Choose from Document ID, Date, or Due Date.

Suppress All Zero Balance Statements: Select this check box so that statements with zero balances (even those with activity) do not print.

Print Past Due Statements Only: Select this check box to print only statements with a balance and that contain amounts for one of the aging periods (30 Days, 60 Days, or 90+ Days). Therefore, if the balance and/or aging amounts are less than or equal to zero, the statements will not print.

Suppress All Negative Balance Statements: Select this check box so that statements with negative balances do not print.

Suppress All Zero Balance Invoices: Select this check box so that invoices with zero balances do not print on the statements.

Suppress All Statements with a Balance under: Select this check box so that statements for less than the entered amount do not print. This allows you to specify the minimum Statement Balance to print.

  • Be sure to click the Print Setup button (using Print/Email Customer Statements) and view the default Customer Statements form print settings before printing your Customer Statements.
  • By default, the "Clear Fields on Save" option is selected on the Options>Customize Workstation Settings>Preferences tab. When running statements, you may want to clear this option. If it is not, each time the statement is saved, the Statement Name will need to be selected again from the drop-down list.
  • Create as many statements as needed. Be sure the statement names are easily recognizable and relate to either how the statements are set up or who created them. This will make it easier to choose the statement you need each time.
  • The system allows this form to be opened multiple times at once, so that more than one statement can be set up and/or printed/emailed at the same time.
  • You only have customized Process Templates and the system changed your option from "Email" to "Print".
    • If you did not set up a <Default> Process Template (Maintain>Email Templates form) for both your Invoices and Customer Statements (Process Type) and later delete the customized process template being used on the Maintain>Accounts Receivable>Customers>Email Tab, the system will change your Email option to Print for every customer that used that customized process template on the Maintain>Accounts Receivable>Customers>Email Tab.