DBD: AR - Customer Statements

DBD: Accounts Receivable - Configure And Print Customer Statements


🔵 Overview Use this guide when you need to configure a customer to receive statements, print statements for one or more customers, and set up print or email delivery options. Statements reflect the current aged balances and open invoice activity for each customer.

Before You Begin

Requirements:

  • Access to Accounts Receivable in DB Distributor
  • You must have the Statement Flag enabled at the customer level before statements will generate for them
  • A current aging must be on file before printing — update aging before running statements

What you will need:

  • The desired Statement Date (typically today's date or the last day of the month)
  • Any custom comments to include at the bottom of statements (optional; up to 2 lines)
  • The Terms Code for the customers you are printing statements for

Estimated time: 10–20 minutes

Printing Customer Statements

Part 1: Enable Statements for a Customer

  1. Go to Accounts Receivable > Setup > Customers.
  2. Enter the customer code.
  3. In Customer Constant Data > Setup Panel, locate the Statement Flag and select it.
  • Customers without this flag enabled will not receive statements.

Save the customer record.

Part 2: Update Aging Before Printing

Before printing statements, aging must be updated. Use one of the following methods:

  • Print the AR Open Invoice Report and answer Yes to:
    • Post aged balances to master file

OR

  • Run the utility option to update aging as of the desired date.
    • This is typically performed by a system administrator.

Part 3: Print Statements

  1. Go to: Accounts Receivable > Reports > Accounts Receivable > Customer Statement Printing
  2. In the Option field, configure the following positions:
  • 1st and 2nd characters — Enter the flexible format to use for statement printing
  • 3rd character — Enter A to print only past-due invoices. This works together with the Invoice to Report setting.
  • 4th character — Enter S if using the alternate Bill To option. Statements will sort invoices by the alternate customer code.

Configure the print options as needed (see Statement Options below).Enter the Statement Date — typically today's date or the last day of the month.Enter the Terms Code if you want to filter statements by terms.In the Invoice to Report dropdown, select the aging level to include:

  • A Balance — All open balances
  • Only Current and Older Balances
  • Only 30 Days and Older Balances
  • Only 60 Days and Older Balances
  • Only 90 Days and Older Balances

Enter up to two lines of custom comments to appear at the bottom of the statement (optional).Set Output Options to NU — Print to Unform.Select the option to print.

  • When prompted to rebuild the Open Invoice Sort File by Date, click Yes.

💡 Note: The A option entered in the Option field works in conjunction with the Invoice to Report setting.

Statement Options

  • Detail Transactions — Select to display payment history on each open invoice.
  • Zero Balance Invoices — Select to include invoices with a zero balance.
  • Zero Balance Statements — Select to include customers with a zero balance.
  • Credit Balance Statements — Select to include customers with a credit balance. Recommended if you want visibility into customer credits.
  • Positive Balance Statement Over — Enter the minimum positive balance required to generate a statement.

💡 Note: Statements are not stored as images in the system.

Expected Outcome

Statements are generated for all customers who:

  • Have the Statement Flag enabled
  • Meet the statement criteria selected during the run

Statements can then be printed and/or emailed to customer contacts.

Configure Print and Email Delivery Options

Statements may be delivered by print, email, or both.

Go to: Setup > Electronic Forms Interface > Delivery Options

  • Configure the printer destination in Delivery Options to print statements to a designated printer.

Email Delivery

To email statements to customer contacts:

Go to: Setup > Electronic Forms Interface > Setup > E-mail Address

Configure the email address settings as needed.

💡 Note: This email address configuration applies to both customer invoices and statements.

Troubleshooting

Problem

A customer does not appear in the statement run.

Solution

  1. Confirm the Statement Flag is enabled:
  • Accounts Receivable > Setup > Customers > Customer Constant Data > Setup Panel

Confirm aging was updated before running the statement print job.Verify the customer balance meets the threshold entered in:

  • Positive Balance Statement Over

Frequently Asked Questions

Q: Why isn't a customer receiving statements?

A: Confirm the Statement Flag is enabled for that customer (Accounts Receivable > Setup > Customers > Customer Constant Data > Setup Panel), confirm aging was updated before the print job ran, and verify the customer's balance meets the threshold entered in Positive Balance Statement Over.

Q: Do I need to update aging before printing statements?

A: Yes — a current aging must be on file before printing. You can either print the AR Open Invoice Report and answer Yes to Post aged balances to master file, or run the utility option to update aging as of the desired date (typically performed by a system administrator).

Q: How do I control which invoices/balances are included on a statement?

A: Use the Invoice to Report dropdown to choose the aging level (A Balance, Only Current and Older, Only 30/60/90 Days and Older). The A option entered in the Option field's 3rd character works in conjunction with this setting.

Q: How do I deliver statements by email instead of print?

A: Go to Setup > Electronic Forms Interface > Setup > E-mail Address and configure the email address settings. This configuration applies to both customer invoices and statements.

Q: Can I add custom comments to a statement?

A: Yes — you can enter up to two lines of custom comments to appear at the bottom of the statement, and this is optional.

Q: Are statements stored as images in the system?

A: No — statements are not stored as images in the system.

Tags: accounts-receivable, customer-statements, statement-flag, aging, delivery-options, DB-distributor

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