The Statements report allows you to generate a list of statements for your customers. These statements show your customers (and you) how much they have outstanding, and how long these accounts have been outstanding. A statement does not show all the detail of each individual transaction, but can optionally show some invoice line detail (Via a Statement Form Design option).
The Print button (Figure 3) provides multiple features which allow you to process your customer statements using a combination of print, fax and email.
i.e. If you have some customers with email addresses listed, some with fax and some with neither you could:
| 1. | 'Set all to print' via the Print Status button (Figure 4)
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| 2. | Use the Print Button 'Email all statements with email addresses' to send all email delivery statements; marking them as processed.
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| 3. | Use the Print Button 'Fax all statements with fax numbers' to send all fax delivery statements; marking them as processed.
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| 4. | Use the Print Button 'Print Remainder' to send any remaining unprocessed customer statements to the printer; marking them as processed.
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Ensure that you have applied all credit invoices before running statements. See Apply A/R Credits.
Ranking Sales report
NOTE: Printing of invoice copies utilizes the Multi-Invoice printing configuration; this needs to be setup for correct bulk printing of forms. A warning is displayed if not configured (Figure 1 Invoice copy options shows this)
Access
Accounts Receivable > A/R Reports/ Statements or Reports> A/R reports> Statements
Figure 1: Statements report window
Toolbar
Figure 2a: The Statement toolbar before Preview
Figure 2b: The Statement toolbar after Preview (with Print Status button dropdown displayed)
Preview
| Display the list of customers that meet your Statement filter criteria.
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Print
 Figure 3: Print Button drop down
| Executing any of the below print options will process customers marked for printing (green checkmark icon) and once processed (i.e. printed, emailed, faxed) mark them as completed (printer icon). Customers marked to be not processed (red X icon) are skipped.
| · | Print all - Print all statements for selected customers
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| · | Email all... - Email all statements for selected customers that have an email address in their customer record.
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| · | Fax all... - Fax all statements for selected customers that have a fax number in their customer record.
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| · | Print Remainder - Print statements for customers not already marked as having been printed.
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| · | Print Current - Prints the currently selected statement (Click the desired row to highlight it; the row must also have the green checkmark or it will not print).
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Customer Labels
| Prints customer labels for all listed customers selected to process (green checkmark or printed icon). Useful for mailing labels.
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Close
| Closes the Statement report.
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Help
| Opens this help documentation.
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Print Status
 Figure 4: The Print Status Button drop down
| This button allows you to change the status of whether a customer's statements are to print or not.
| · | Set all to print - Flags all listed customers to process (green checkmark).
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| · | Set all to NOT print - Flags all listed customer to NOT process (red x)
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| · | Toggle print status - toggles listed customer status between process (Green checkmark or printer icon) and not process. (Red X icon).
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Tabs
Setup tab
This is where you select your initial options for filering the list of statements to create.
Statement Form
| This is where you select the Statement form design to use for the Statement run.
Note: The selected form will not be applied to the current Statement run until you press the Preview button.
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Dates
| | · | Book Month - The book month the statement run is for.
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| · | Statement Date - The date of the Statement run.
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Aging Method
| | · | Date - This method uses the specified Statement date as a cut-off for what is due in the statement period. Items posted after the Statement date selected are not due. (Usage of this setting is not recommended).
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| · | Book Month - This method uses the Book month for the statement period. Items posted after this Book month are not considered due.
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Note: Invoices not considered due will not show in the Statement printout detail or totals
The customer balance shown in the Statement preview will display all invoice balances owing; the balance due displayed will be based on the date/book month and aging method chosen.
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Aging Periods
| How you want the customer balances to age. The value of the Aging Periods is in days. (Default 30,60,90)
Terminology used in the Statement report:
Current: Invoice balances within the Statement Book Month (Less than 30 days old when Aged by Date)
Outstanding: Invoice balances prior to the Statement Book Month (30 days or older when Aged by Date)
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Customer Selection
| You can filter the list by Start Customer and Last Customer. That is, you can select a range of customers to print the statements for. Checking the First and Last check boxes, includes all customers (this is the default setting).
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Minimum Balance
| Allows you to select the minimum amount of money owing by a customer before they are automatically flagged to be processed in the report. Manually marking the customer to be processed will override this setting.
In Figure 1, any customer that has a balance outstanding over .50 cents will be flagged to have a statement printed.
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Current Statements
| The Current Statements region sets the options for customers who have paid their outstanding balance in the last 30 days.
| · | Print Zero Balance Purchases - With this setting enabled, customers with current purchases, but an overall zero balance will be flagged to have a Statement generated. Useful to send a note saying "Thank you for your business, you have paid your balance in full."
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| · | Print Zero Balance Payments -
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| · | Print Credit Balance - With this setting enabled, customers with current purchases, but having an overall credit balance will be flagged to have a Statement generated.
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| · | Print Part Summary - This option includes a Summarized Sales by Category report for each customer Statement. (Shows Summarized inventory item sale info grouped by category for Current sales).
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| · | Print Invoice Summary - This option includes a Sales by Customer report for each customer Statement. (Shows invoice line details grouped by invoice for Current sales).
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Outstanding Statements
| The Outstanding Statements region sets the options for customers who have not paid their outstanding balance in the last 30 days.
| · | Print Zero Balance - With this setting enabled, customers with outstanding purchases, but an overall zero balance will be flagged to have a Statement generated.
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| · | Print Credit Balance - ith this setting enabled, customers with outstanding purchases, but having an overall credit balance will be flagged to have a Statement generated.
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Invoice Copy Options
| The Invoice Copy options section provides you the ability to print out copies of the customer's invoices to send with the Statement.
| · | Print Current Invoices - With this enabled invoice copies for Current invoices are printed.
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| · | Print Outstanding Invoices - With this enabled invoice copies for Outstanding invoices are printed.
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| · | Print Interest Invoices - With this enabled invoice copies for INTEREST invoices are printed.
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| · | Print Zero-balance Invoices - With this enabled invoice copies for Zero balance invoices are printed.
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NOTE: Printing of invoice copies utilizes the Multi-Invoice printing configuration; this needs to be setup for correct bulk printing of forms. A warning is displayed if not configured (Figure 1 Invoice copy options shows this)
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Options
| | · | Show Zero Invoices - With this setting enabled zero balance invoices are shown in the Statement printout details.
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| · | Show Credit Invoices - With this setting enabled credit invoices are shown in the Statement printout details. With it off, only credit invoices with a payment attached will show.
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| · | Include Work Orders - This option includes balances from Work Orders in the Statement Total Due and Statement printout details.
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| · | Include Layaway - This option includes balances from Layaways in the Statement Total Due and Statement printout details.
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| · | Suppress Early Payment text if invoices outstanding - If Early payments is in use, this option will not show the Early payment info on customer statements where they have outstanding invoice balances. This way customers who are already behind on their past payments are not offered a payment discount for paying before the next due date.
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Print for Selected Item
| This option allows you to choose an inventory item and filter the customer statement list (Displayed balance and invoice details as well) to only those sales containing the selected item.
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Currency (optional)
| This drop down will filter the Statement customer list to those customers setup with the selected currency type.
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Department (optional)
| The System Five department to perform the Statement run for. Only visible in data sets licensed for the Department feature.
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National Account Options tab (optional)
The National Accounts Options tab allows you to select whether you want to include subsidiary accounts included with the national account on one statement or print separate statements for the subsidiaries. A subsidiary account can also have one or more accounts associated to it as subsidiaries.
Statements can be printed for individual subsidiaries or can be printed for the national account, however, if there are 3 levels of subsidiaries, you can not print a statement for the level 2 and 3, just level 1 or individuals.
Invoices are normally made to the subsidiary customer account, whereas, statements and payments are made by the parent or national account. The feature must be enabled in the Setup Wizard for this tab to appear.
Lookup Words tab
You can choose to sort by Lookup Words if you wish. For more in depth sorting with these words you can use the None, Or, And, and Not boxes to narrow your report down further.
Messages tab
Within the Messages tab you can set exactly what kind of message you want to appear on each kind of statement. With the All Statements you can have a message that appears on every statement that you print, such as "Don't forger our March 12th Spring Sale!" You might want to create different statements for the outstanding accounts, for 30 Days, it might be "We would like to remind you that your account is overdue". You would want something stronger for 60 Days, and perhaps stronger wording still for accounts that are 90 Days outstanding. The tab Credit Statement is where you choose what kind of message you would like to appear on a statement for customers who have a credit on their account.
Preview tab
The Preview Tab shows who the statements are being generated for. You can see the Customer, their Current Balance, the Total Due, and the Age (in Days) that the account is outstanding. The Print columns shows you what is selected to be processed (green checkmark), not processed (red X) or already processed (printer icon).
You can click these Print icons to toggle the state; The Print and Print Status buttons on the Toolbar can be used to adjust these as well.
Faxing Statements First make sure that the Fax printer is defined as a WinFax or MS Fax printer in the System Five Printer Setup.
To print the statements that have fax numbers, select Print, then select Fax all statements that have fax numbers.
