AR statements

The Generate Statements wizard pulls together the data needed to produce customer statements. The process creates statement records in the appropriate format (balance forward or open item) which consist of balances, invoices, and receipts. Criteria for specifying which balances, invoices, and receipts to include is specified in the Generate Statements wizard.

After statements are generated, they can be printed using the Print Statements wizard.

The Generate Statements wizard is accessible from the Customers folder and from the Statements folder. This topic focuses on the statement functions from the Statements folder point of view.

To generate statements:

1. In the Navigation pane, highlight the Accounts Receivable > Statements folder.
2. Right-click the Statements folder and select Generate Statements from the shortcut menu, or click . The Generate Statements wizard starts.
3. On the Selection tab, define any filters to apply to the customer data.

   

4. On the Invoices tab, define any filters to apply to invoice data.

   

5. If you have the Summary Invoice interface enabled, a Summary Invoices tab is visible. Define any filters to apply to summary invoice data.

   

6. Select the Options tab.

   

7. In the Statement Type field, select the type of statement to generate. The statement type determines whether a balance forward or open item format is used for statements.
8. If you only want to include customers in statement generation that are assigned to the specified statement type, mark the Limit Customers by Statement Type checkbox.
9. In the Statement Dates section in the Statement field, enter the date to use as the statement date.
10. In the Payment Due field, enter the date to print on the statement as the payment due date. This date does not affect the due date calculated for individual invoices based on the assigned payment terms.
11. In the Period Begin field, enter the date the statement period begins for balance forward statements. The default beginning date is based on the statement date you entered and the aging method specified in the Accounts Receivable Options dialog box. The balance forward amount is calculated as of the end of the day before this date. This date does not affect open item statements.

12. In the Period End field, enter the last day of the statement period. The default end date is the statement date you entered. For both balance forward and open item statements, this is the cut-off date for including transactions on the statement.

    Note

    For open item statements, invoice balances are recalculated to exclude receipts after this date. This can result in invoices appearing on statements even though their current balance is zero. To exclude invoices based on their current balance, move the end date forward and clear the Not Yet Due checkbox to exclude future-dated invoices.

13. In the Aging Dates section, the labels on the aging categories come from the labels set up in the Accounts Receivable Options dialog box.

    

    The default aging dates are calculated from the Period Begin and Period End dates using the aging method specified in the Accounts Receivable Options dialog box.

    If you need to change one or more of the aging ranges, enter the apppropriate dates.

14. In the Aging Basis field, select which type of date to use to determine the aging column an invoice belongs in. The default selection in this field comes from the aging basis setting in the Accounts Receivable Options dialog box. Your options are:
    • Due Date
    • Invoice Date

15. If you selected a balance forward statement type, the Open Item Categories and Minimums section is disabled. Continue at the next step. If you selected an open item statement type, ensure that the checkboxes for the aging categories you want to include on the statement are marked and that the other checkboxes are cleared. If you want to specify minimum amounts for including invoices in particular categories, enter the minimum amounts in the adjacent fields. Blank minimums are the same as entering zero. Minimums are evaluated as an "OR" condition.

    Examples

    To print an open item statement that includes only the invoices in aging categories "Over 30" and greater, clear the checkboxes next to the Outstanding Credit, Not Yet Due, and Current categories.

    To print an open item statement for past due invoices where any past due aging category has at least a $50 balance, ensure the past due categories are selected and specify a minimum amount of $50 for each past due category.

16. In the Statement Message text box, enter a free-form message that you want to print on the statements you generate.
17. Click Next >>. ActivityHD prompts you to confirm that you want to create statements.

    

18. Click Yes. ActivityHD advises that the statements have been created.

    

Interpret the Create Statements page

Click in a shaded section to see an explanation of that section.



19. Click Next >>. ActivityHD shows the statements that were created.

    

    At this point, you can double-click a statement in the right pane to drill down to the Statement window or you can print statements.

20. When you finish viewing or working with statements, click Finish.

When you generate statements, a statement record is created. You can examine statement records to see the information that was aggregated on them.

Since ActivityHD supports both balance forward and open item statements, the tables below show information that both formats have in common, followed by information exclusive to balance forward statements, then information exclusive to open item statements.

Common details

Balance Forward details

Open Item details

There are no restrictions on deleting statements.

To delete a statement, highlight the statement record in the HD view and click , or open the statement and select > Edit > Delete. In either case, ActivityHD prompts you to confirm your action. Click Delete to delete the statement.

After statements are generated, they can be printed. Printing can take one of several forms including:

• Paper statements for mailing, faxing, etc.
• PDF statements for emailing as an attachment.
• PDF statements for attaching to statement records for future reference.

The customer's preferred statement delivery method is set on the customer's statement location. When you print statements, they are separated by preferred delivery method so that you can process them accordingly. If needed, you can override the preferred delivery method during the printing process.

Each statement record has a print flag associated with it. The following print flag values are system-assigned:

• NULL. "NULL" indicates the statement has not been printed.
• Printed. "Printed" indicates the statement has been printed. Once a statement is flagged as having been printed, it can only be printed again using the Reprint AR Statements wizard.

To print statements:

1. In the Navigation pane, highlight the Accounts Receivable > Statements folder.
2. Start the Print AR Statements wizard.
   • To print all eligible statements or a filtered subset of statements:
     1. Right-click the Statements folder and select Select and Print from the shortcut menu.

     2. On the Selection tab, define any filters to apply to the statements.

        

        Tip

        Apply the "Ready to Print", "Ready to Email" or "Ready to Print/Email" filter to select the statements that are eligible for printing based on delivery type.

     3. Click Next >>. ActivityHD determines which statements are valid for printing.
   • To print specifically selected statements:

     1. In the HD view, select the statements to print. You can use Ctrl and/or Shift selection to select multiple statements.

        Tip

        Apply the "Ready to Print", "Ready to Email", or "Ready to Print/Email" filter to see all statements that are eligible for printing based on delivery type.

     2. Click . ActivityHD determines which statements are valid for printing.
   • To print a particular statement from the Statement window:
     1. In the HD view, locate and double-click the statement you want to print. The Statement window opens with the statement loaded.
     2. Click . ActivityHD determines if the statement is valid for printing.



If the validation returns errors or warnings, ActivityHD lists the reasons why.

3. Click Next >>.

   

4. On the Options tab in the Preferred Statement Delivery section, ensure the checkbox is marked for each preferred delivery method you want to "print" statements for. Your options are:
   • Include statements with "Print" delivery option
   • Include statements with "Email" delivery option

Note

To adhere to customers' preferred delivery methods when you have statements for "Print" delivery and for "Email" delivery in your selection, select one option at a time. In other words:

1. Mark the "Print" option, specify sorting and output options, then click .
2. Mark the "Email" option, specify the output option, then click and select Email or Email to Customers from the drop-down menu.

To attach a PDF copy of the statement to the statement record, either use the Attach function after performing each "print" method or, after you finish printing, mark both checkboxes and then click .

5. Select the Sorting tab.

   

6. In the Available Sort Options list box, highlight the field(s) to sort the statements by, then click to move your selection(s) to the Assigned Sort Options list box.
7. If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.

8. If you want to send statements to customers as attachments to an email using the Email > Email to Customers feature, select the Email Defaults tab to set up the default email content. Otherwise, skip to step 12.

   

9. From the From drop-down list, select the email account from which to send the email. Your options are:
   • Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
   • Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
   • Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
10. Use the CC and BCC fields to enter any email addresses to copy and/or blind copy on the email.The email will automatically be sent to the contact on each customer's statement location.
11. Enter a Subject and body for the email. You can use keywords to customize the content of the subject line and body text of the email. Keywords are replaced in the resulting email with the corresponding information from the statements. Click here to see the keywords available for use when you customize an email for statement attachments.
12. Select the Output tab.
13. In the Design field, look up and select the statement design to use.

    There are two built-in report designs for AR statements:

    • Sample - Balance Forward
    • Sample - Open Item
14. In the toolbar, click the icon for the type of output you want:
    • - Provides access to two preview options.
      • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the statements in the Crystal Reports viewer.
      • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the statements in the PDF reader.
    • - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the statements.

    • - Opens a drop-down menu so that you can select whom to send the email to. Select Email to send the statements to the list of recipients specified on each customer's statement location. Select Email to Customers to send each customer a copy of their statement(s).

      When you choose Email to Customers, statements are attached in pdf format with file names of the form "Statement <date>.pdf".

    • - Opens the Export Report dialog so that you can save the statements to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
    • - Attaches a copy of the statements to the corresponding statement records.
15. When you finish printing statements, click Next >>. ActivityHD instructs you to click Finish in order to mark the statements as printed.

    

    Note

    If you find you erroneously marked the statements as printed, you can use the mass changer to clear the Printed flag. You can change the Printed flag on individual statement records by going to the Other > Timestamps tab and clearing the Printed checkbox.

16. Click Finish.

After a statement has been printed and flagged as printed, it can only be printed again using the Reprint AR Statements wizard.

1. In the Navigation pane, highlight the Accounts Receivable > Statements folder.
2. Start the Reprint AR Statements wizard.
   • To reprint all eligible statements or a filtered subset of statements:
     1. Right-click the Statements folder and select Select and Reprint from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the statements.

        

     3. Click Next >>. ActivityHD determines which statements are valid for reprinting.
   • To reprint specifically selected statements:
     1. In the HD view, select the statements to reprint. You can use Ctrl and/or Shift selection to select multiple statements.
     2. Click the down arrow next to the Print button and select Reprint from the drop-down menu. ActivityHD determines which statements are valid for reprinting.
   • To reprint a particular statement from the Statement window:
     1. In the HD view, locate and double-click the statement you want to reprint. The Statement window opens with the statement loaded.
     2. Click . ActivityHD determines if the statement is valid for printing.

   

   If the validation returns errors or warnings, ActivityHD lists the reasons why.

3. Click Next >>.

   

4. On the Options tab in the Preferred Statement Delivery section, ensure the checkbox is marked for each delivery method you want to reprint statements for. Your options are:
   1. Include statements with "Print" delivery option
   2. Include statements with "Email" delivery option

Note

To adhere to customers' preferred delivery methods when you have statements for "Print" delivery and for "Email" delivery in your selection, select one option at a time. In other words:

1. Mark the "Print" option, specify sorting and output options, then click .
2. Mark the "Email" option, specify the output option, then click and select Email or Email to Customers from the drop-down menu.

To attach a PDF copy of the statement to the statement record, either use the Attach function after performing each "print" method or, after you finish printing, mark both checkboxes and then click .

5. Select the Sorting tab.

   

6. In the Available Sort Options list box, highlight the field(s) to sort by, then click to move your selection(s) to the Assigned Sort Options list box.
7. If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.

8. If you want to send statements to customers as attachments to an email using the Email > Email to Customers feature, select the Email Defaults tab to set up the default email content. Otherwise, skip to step 12.

   

9. From the From drop-down list, select the email account from which to send the email. Your options are:
   • Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
   • Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
   • Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
10. Use the CC and BCC fields to enter any email addresses to copy and/or blind copy on the email.The email will automatically be sent to the contact on each customer's statement location.
11. Enter a Subject and body for the email. You can use keywords to customize the content of the subject line and body text of the email. Keywords are replaced in the resulting email with the corresponding information from the statements. Click here to see the keywords available for use when you customize an email for statement attachments.
12. Select the Output tab.
13. In the Design field, look up and select the statement design to use.

    There are two built-in report designs for AR statements:

    • Sample - Balance Forward
    • Sample - Open Item
14. In the toolbar, click the icon for the type of output you want:
    • - Provides access to two preview options.
      • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the statements in the Crystal Reports viewer.
      • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the statements in the PDF reader.
    • - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the statements.

    • - Opens a drop-down menu so that you can select whom to send the email to. Select Email to send the statements to the list of recipients specified on each customer's statement location. Select Email to Customers to send each customer a copy of their statement(s).

      When you choose Email to Customers, statements are attached in pdf format with file names of the form "Statement <date>.pdf".

    • - Opens the Export Report dialog so that you can save the statements to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

    • - Attaches a copy of the statements to the corresponding statement records.

      Note

      If you attached a statement to its statement record when you initially printed it and attempt to attach the reprinted statement, ActivityHD will advise you that there is an existing attachment named Statement.pdf and prompts you whether to replace it or to cancel the attachment process.

15. When you finish reprinting statements, click Finish.