DBD: AR Customer Statements V2

DBD: Accounts Receivable - Customer Statements

Step 1: Enable the Statement Flag

Path: Accounts Receivable, Setup, Customers

Statement Flag is in Customer Constant Data, Setup Panel.

Customer Constant Data - ARGMAB

Step 2: Update Aging Before Printing

1. Make sure you have a current ageing.

• This can be done by either printing the AR Open Invoice report and answering the prompt to Post the aged balances to customer Masterfile.
• Run the utility option to update ageing as of desired date — typically performed by a system administrator.

Print Statements (Accounts Receivable, Reports, Customer Statement Printing).

Step 3: Print Statements

Path: Accounts Receivable, Reports, Accounts Receivable, Customer Statement Printing

Customer Statement Printing - ARGRBS

• Option field:
  • First 2 characters indicate the flexible format to be used to print statements.
  • 3rd position, A works in conjunction with your Invoice to Report option and will only print past due invoices.
  • 4th position — Enter an S if you use the alternate Bill To option. Will sort invoices by this alternate customer code on the statement.
• Print the following:
  • Detail Transactions? Will show payment history on each open invoice.
  • Zero Balance Invoices?
  • Zero Balance Statements?
  • Credit Balance Statements? May wish to see these.
  • Positive Balance Statement Over: Enter desired value.
• Statement Date: Enter today's date or last date of the month — your preference.
• Terms Code: Terms code set at customer level.
• Invoice to Report: Drop down (note: A option works in conjunction with this selection):
  • A Balance
  • Only Current and Older Balances
  • Only 30 Days and Older Balances
  • Only 60 Days and Older Balances
  • Only 90 Days and Older Balances
• Comments — enter up to 2 lines of information you wish to see at the bottom of your statement.

Output Options should be set to NU - Print to Unform.

Select the option to print. You will be prompted to Rebuild Open Invoice Sort File by Date, click Yes.

Confirm - Rebuild Open Invoice Sort File by Date

Statements can be set to print and/or email to your customer contact.

Print / Email Options

Path: Setup, Electronic Forms Interface, Delivery Options

Electronic Forms Delivery Options - EFGMAE

Options for this form are to print to a designated printer and/or email the statement to the customer.

Path: Setup, Electronic Forms Interface, Setup, E-mail Address

Replace Fax with E-mail - EFGMAD

The E-Mail Address setting here will be used for Customer Invoices and Statements.

Frequently Asked Questions

Q: Why isn't a customer receiving statements?

A: Check that the Statement Flag is checked for that customer in Customer Constant Data, Setup Panel (Accounts Receivable, Setup, Customers) — a customer will not receive statements unless this flag is checked.

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

A: Yes — make sure you have a current ageing first, either by printing the AR Open Invoice report and posting aged balances to the customer masterfile, or by running the utility option to update ageing (typically performed by a system administrator).

Q: How do I only print past-due invoices on a statement?

A: Enter A in the 3rd position of the Option field — this works in conjunction with the Invoice to Report setting.

Q: How do I control which aging level shows on a statement?

A: Use the Invoice to Report dropdown (A Balance, Only Current and Older, or Only 30/60/90 Days and Older). The A option in the Option field's 3rd position 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 — this setting is used for both Customer Invoices and Statements.

Q: Are statements stored as images in the system?

A: No — statements are not imaged.

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