A statement is a document that you produce periodically to send to the customer, which details all the billing period's activity on the customer's account. Statements are usually produced on pre‑printed forms, which fold to fit into a windowed envelope with the customer's name and address showing. Elliott Business Forms Department of NETcellent System, Incorporated can supply you with these forms in a wide range of colors at very competitive prices.
When you select the Print Statements application, the program will display a screen asking you for some further information, such as a specification of which customers are to be included in the printing and the period the statements are to cover. After you enter this information, you should mount statement forms on your printer. Printing will proceed from that point.
The statement for an Open Item customer will contain all detail of the open items on the customer's account up through the ending date of the statement period. For a Balance Forward customer, a single line will be printed which summarizes all the detail on the customer's account up to the starting date of the statement period, followed by all further details of customer transactions up to the ending date of the statement period.
Selection of Customers
For this program, you will specify which customers are to have statements printed. This is done by entering up to five statement frequency codes. Previously, during Customer File Maintenance, you assigned a statement frequency code to each customer, specifying how frequently he was to receive a statement. The statement-printing program will print a statement for every customer whose statement frequency code matches one of the statement frequency codes you entered, and who falls within the range of customers you specified.
Regarding Purging the A/R Open Item File
The Purge Closed Open Item application, when run, will remove from the A/R Open Item file all of those A/R open items for the customers you designate, which have been fully paid. For historical purposes, the purged data is moved to the A/r History Item file where if can be viewed or printed.
When you send a statement to a customer, he will usually want to see all the activity that has occurred on his account since the last statement he received. For this reason, you should be sure that you print statements and send them to your customers before you purge the A/R Open Item file.
Printing of the Company Name
One of the questions asked during A/R Setup was Print Company Name On Statement?.
There are some companies, known usually as Service Bureaus, which handle all accounting for more than one company. A Service Bureau might handle the entirety of a company's Accounts Receivable, for example. Such a company might want to use just one set of statement forms for all companies it keeps records for. Then, when it prints statements to send to the company's customers, it will print the name of the company in a space left deliberately blank at the top of the statement form for that purpose.
Many other companies, however, might have the name of their company printed at the top of their statement forms. In this case, they would not want the program to print the company name over the top of this pre‑printed name.
The answer to the above question in A/R Setup will determine what the program does in this case. You might want to check your answer to this question, to be sure the statements are printed the way you want them.
Printing On Laser Forms
Statements may be printed on either standard (continuous) forms or laser forms. This option is set in the Print On Laser Forms? field (#48) of the A/R Setup application. If that field is set to S or B, statements will automatically be set to print on laser forms. For more information, refer to the description for field #48 in the A/R Setup section of this manual.
Select Print Statements from the pull down A/R Processing window. The following screen will then be displayed:
Print Statements Entry Screen
The following options are available:
* Print Statements on pre-printed forms
* Statements may be printed by customer, by frequency showing all detail to the customers
To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.
Entry Field Descriptions
Print Statements (Screen #1)
Print Statements (Screen #2)
Print Statements (Screen #3)
John Q. Williams Company
3479 Peachtree Road N.E. 10/16/92 000100
Atlanta, GA 30329
1002 02/06/89 D DEBIT MEMO 81.90 81.90
3502 11/02/89 D DEBIT MEMO 84.33 166.23
1000 02/14/89 I INVOICE 995.92 1,162.15
6553 07/15/89 P PAYMENT: CHECK NO 6553 995.92CR 166.23
1001 03/21/89 I INVOICE 1,220.15 1,386.38
6553 07/15/89 P PAYMENT: CHECK NO 6553 1,220.15CR 166.23
1003 06/09/89 I Order # 3866 1,933.20 2,099.43
6553 07/15/89 P PAYMENT: CHECK NO 6553 1,933.20CR 166.23
1004 05/26/89 I Order # W3983 1,616.83 1,783.06
6553 07/15/89 P PAYMENT: CHECK NO 6553 1,616.83CR 166.23
1005 05/11/89 I Order # W3808 1,780.64 1,946.87
6553 07/15/89 P PAYMENT: CHECK NO 6553 733.90CR 1,212.97
12093 08/15/89 P PAYMENT: CHECK NO 12093 1,046.74CR 166.23
2000 06/11/89 I Order # W4517 1,778.03 1,944.26
12093 08/15/89 P PAYMENT: CHECK NO 12093 1,153.26CR 791.00
3585 08/23/89 P PAYMENT: CHECK NO 3585 558.35CR 232.65
2001 06/22/89 I Order # W5638 1,448.94 1,681.59
3585 08/23/89 P PAYMENT: CHECK NO 3585 1,448.94CR 232.65
2002 06/23/89 I Order per Letter of 6/17/87 400.23 632.88