Statements

Use this command to produce statements of your customers' accounts, showing either all outstanding transactions, in the case of open item accounts; or a cumulative balance of all transactions brought forward at the beginning of the period shown, together with those individual transactions made during the current period in the case of balance forward accounts.

When statements are produced a note is added to each customer's record on the Notes form.

You can enter three lines of text to appear at the foot of the statement. This text can be changed for each statement run. A statement is only produced for an account if the Print Statement box is ticked on the Sales Processing - Options form. You have the choice of producing hard copy statements only, e-mail statements only or both.

Emailing Statements

Customers can be set up to use e-mail profiles and have e-mail as the default output destination for statements. To qualify for this, the E-Mail Statements box must be ticked on the Sales Processing - Trading Terms form and the E-Mail Address box on the Sales Processing form must contain an e-mail address.

If you want to e-mail statements to customers that are not set up to use e-mail profiles, you have to select the Email tab on the Publisher form and complete the message details manually.

Open the Sales Ledger folder and then click Reports - Statements or click the Financials tab and then click Sales Ledger - Reports - Statements on the Ribbon Bar.
In the Sequence list, select the sequence option you want. You can produce the report in account, region, territory or customer type sequence, then use the From and To lists to define the range of records you want included in the report.
To exclude customer accounts where the outstanding balance is for the current period only, select the Suppress if Debt is Current option.
To include advanced transactions (those posted to a future period) with other transactions, select the Advanced Transactions option.
If you want to produce hard copy statements only, select the Hard Copy Only option. If you want to produce statements as e-mail attachments only, select the E-Mail Only option. If you select the All (Hard Copy) option, all customers included in the range will have a statement printed regardless of their qualification for e-mail statements.
Under Message for Statement Footer, type a message you want to appear on all statements produced this time.
Click OK.
On the Publisher form, click the tab to select the output device you want to use and then complete any settings or options you want to apply to the output device. To process the output, click Publish.

You can also print statements for individual customers from the Sales Processing - Action - View form.