Printing Standard Accounts Receivable Reports

Printing Statements (Standard)

Statements show the current account balance for each customer. Statements can also include finance charges. However, before you can print statements with finance charges, you must calculate them. See Calculating Finance Charges (Standard).

You must also set parameters for statements before you print them. These parameters are set through the (LA3) Statement Parameters screen. They let you customize statements by indicating the information you want them to include. For instructions, see In the (LA3) Screen.

Statements can be printed with or without detachable stubs. (To print stubs, set the Print Stub parameter in the (LA3) screen to Y.) Customers can return stubs with their payments. It includes customer information, the balance for each invoice, and the total due.

Note: Print statements with stubs at 12 characters per inch (cpi). Print all other statements at 10 characters per inch. You can set many printers to 12 cpi through the menus on their front panels. (See the manual that came with your printer to determine how to set it to 12 cpi.)

1. In the (OR) Accounts Receivable Reports screen, select the [C] Statements action code.

2. To use the default sorts (sorting by customer name, customer account number, and invoice number), tab to the Accounts Balances fields. Go to Step 3.
   
   To specify sorts, enter the code that corresponds to the sort to use. The sort codes appear on the screen to the right of the Sort Order field. You can specify up to three sorts.

3. Use the Accounts Balances field to set limits. There are no default limits. If you do not specify limits, a statement prints for every account with a balance.
   
   To not set limits, press Enter until the cursor moves to the Location field. Go to Step 4.
   
   You can set two types of limits: account balance limits and range limits. Account balance limits let you include or exclude invoices or accounts based on their balances. Range limits let you specify ranges of invoices or accounts to include.

Note: You can set as many limits as you like. However, an invoice must meet all of the limits you set to be included on a statement.

Setting Account Balance Limits

• Use the first three of the Accounts Balances fields (Zero, Credit and Zero Invoices) to set limits for accounts and invoices that do not have outstanding balances.

• • Use the Zero field to set limits for accounts with a zero balance.

  • Use the Credit field to set limits for accounts with a credit balance.

  • Use the Zero Invoices field to set limits for invoices with a zero balance.

• To include a category on the report, type Y. To exclude a category, type N. To include one category only, type O.

• Use the two remaining account balance fields to limit by amount.

• Use the Over $ field to specify a minimum balance to include. If you specify 100.00 in this field, for example, only accounts with a balance of $100.00 or more are included on the report.

• Use the Past due field to specify age as a limiting factor. (When you limit by age, the report includes current activity, so that you can determine whether the customer has recently made any payments.) To limit by age, enter one of the following:

• • 30  Includes only accounts with balances 30 days old or older

  • 60  Includes only accounts with balances 60 days old or older

  • 90  Includes only accounts with balances 90 days old or older.

Setting Limiting Ranges

Set limits by entering ranges in the appropriate fields. Enter the beginning of the range you want to include in the first field, and enter the end of the range in the corresponding To field. For example, to limit the report to customers with status codes A through F, specify A in the Status field, and F in the corresponding To field.

When limiting to a single value, you can enter the value in the From field, and leave the To field blank.

• Use the Name and corresponding To fields to limit by customer name. Customer names are set in the Name field in the Customer Master tab. Do not limit by customer name if you sort by customer account number.

• Use the Number and corresponding To fields to limit by customer account number. Account numbers are set in the Customer Master tab. Do not limit by customer account number if you sort by customer name.

• Use the Status and corresponding To fields to limit by customer status codes. A customer's status code can be set in two places: in the Status O/E box in the Customer Master tab, and in the Status OE box in the Customer Order Entry tab. The status code in the Order Entry tab can be different for each location.

• Use the Salesman and corresponding To fields to limit by a range of salesperson numbers. The salesperson assigned to each customer is specified in the Customer Master tab.

• Use the Zip and corresponding To fields to limit by a range of zip codes. These fields accept both numbers and letters, so you can include Canadian zip codes. Customers' zip codes are set in the Zip # field in the Customer Master tab.

• Use the Remote ID and corresponding To fields to limit by specifying remote IDs for customers with remote order entry terminals. These IDs are set in the Remote ID box in the Customer Order Entry tab.

When you finish specifying limits, press Enter.

4. Use the Location field to limit statements by location. To include all general ledger locations, leave the field blank. To limit the statements to a specific location, enter it. (To limit the statements to location 02, for example, enter 02.)

5. The Aging field is used to calculate the age of each invoice by counting the days between the invoice date and the date you specify here. Press Tab to use the system date, or specify a different date.

6. The Cutoff Date field lets you exclude from the statements any invoices created after a specific date. Tab to include all invoices that meet the limits you set, or specify a cutoff date. If you specify a cutoff date, outstanding invoices with dates equal to or greater than this date print on the statements. In addition, current finance charges dated the first of the following month print on the statements.

7. Use the Printer field to specify the logical name of the printer to use.

8. Use the Copies field to specify how many copies of each statement to print.

9. At the Create Finance Charge Records Only prompt, type N to print statements.

10. After the statements print, the cursor returns to the action code field.

Return to:

Posting A/R Invoices

See also:

Printing Custom Accounts Receivable Reports

Printing Statements (Custom)

In the Customer Master Tab

In the Customer Order Entry Tab