Printing Customer Statements

Use the A/R Statements/Letters/Labels screen to print statements for a customer or national account.

If you need additional copies of statements, or if earlier processing was halted, you can click the Reprint button on the A/R Statements/Letters/Labels screen.

Note: Statements are printed for a customer or national account only if the Print Statements option is selected for that customer or national account.

To print customer statements:

1. Open Accounts Receivable > A/R Customer Reports > Statements/Letters/Labels.
2. On the A/R Statements/Letters/Labels screen, select Statement as the type of form to print.
3. Select the report design to use for the statements.
4. Select the delivery method for the statements. More...
   1. For Delivery Method, select either:
   • Print Destination to print the statements to the current print destination.
   • Customer to use the delivery method specified for the customer.
   2. If you selected Customer for Delivery Method, specify the code for the message you want to accompany emailed statements in the Email Message ID field.
5. If you use national accounts and you want to print statements for the national accounts (instead of for the individual customers assigned to each account), select the National Account Statements option.

   Note: Individual customer statements are not printed for members of national accounts for this statement run (or future statement runs) if you select this option.

6. Specify the run date and cutoff date for the statements. More...
   • Run Date. This date will appear on the statements. Initially, this is the current date.

     The program uses this date to assign transactions or balances to aging periods. For example, if you choose to age documents by their due dates, the program assigns each transaction to an aging period by calculating the number of days between its due date and the run date.

   • Cutoff Date. Initially, this is the current date.

     Statements normally include only transactions or balances that have a document date before or on the cutoff date. (Occasionally, a document posted after the cutoff date may appear for some open item statement types. For example, if you apply a posted credit note before the cutoff date to an invoice posted after the cutoff date, the invoice may appear on the statement with a negative amount.)

7. If you want to use aging periods, make additional selections. More...
   1. Select the Use Aging option.
   2. For Age By, specify whether to age transactions by due date or document date.
   3. If you need to change the aging periods for this report, click the Criteria tab and make changes in the To Aging Period (Days) column of the aging table. Initially, this table shows the aging periods set up on the Statement tab of the A/R Options screen.
   4. If you want to specify the minimum number of days that the customer balance must be outstanding to print a statement for the customer, click the Criteria tab, select the Select Customers with Balances option, and type the number of days.
8. Select the customers to include. More...
   1. On the Select tab for Account Type, choose whether you want to include all types of customers, only Open Item customers, or only Balance Forward customers.
   2. In the Select Customers By table, you can choose one to four selection criteria to limit the customers included on in the print run.

      For the first selection, choose from Customer Number, National Account, Customer Group, Billing Cycle, and Short Name. For the remaining three selection criteria, you can also choose additional fields to limit the customers.

      You can then specify the range for each of the selection criteria that you choose.

      If you do not choose any selection criteria, the print run includes all customers with the account type you select.

   3. To include or exclude customers based on their balance type, click the Criteria tab, select the Select Customers Based on Balance Type option, and select debit balances, credit balances, or zero balances.
   4. To select customers with balances, select the Select Customers with Balances option, and then specify the minimum number of days that customer balances must be outstanding to be included in the statement run.
9. Statements are usually printed in order by national account number (if you print national account statements) and then by customer number, but you can change the sort order. More...
   1. Click the Select tab.
   2. For Sort By and Then By, you can choose one to four sort orders.
10. On the Criteria tab for Sort Documents By, specify whether to sort documents by document number or document date.
11. On the Criteria tab for Open Item Statement Type, select the format to use when printing the statements (if you selected All Customers or Open Item for Account Type). More...
    • Version 5.1, 5.2, and 5.3 Format. Prints customer statements in a standard format, which enables you to choose the following additional options:
      • Include Paid Transactions for Open Item Accounts. Select this option to include transactions that were paid but have not yet cleared.

        This option applies to open item-type customers and national accounts, and to the current period (the period after statements were last printed) transactions for balance forward-type accounts.

      • Include Applied Details for Open Item Accounts. Select this option to include all the documents (including receipts, prepayments, unapplied cash, and credit notes) that were applied to each reported invoice for open item accounts.

        If you do not select this option, the statements only show the balance owing for each invoice and the unapplied balance for each credit note.

        The statements will not include fully applied receipts, unapplied cash, and prepayments if the invoices to which they were applied were paid in full in the current period.

    • Balance Forward. Prints a statement similar to statements used for balance forward customers. However, while the balance forward is printed, the last balance forward date is not printed.
    • Transaction Current Outstanding Balances. Prints a list of all transactions that have a current outstanding balance. Fully paid transactions are not included.

    • Transaction Opening Balances Showing Applied Details. Prints a list of:

      • New transactions that were never included on a statement.
      • Older transactions that remained unpaid on the last statement, or that had activity since the last statement print run.
      • Details of any transactions applied to transactions, but not applied details that were printed on earlier statements.

    • Transaction Opening Balances and New Transactions. Prints a list of all transactions that:

      • Had an outstanding balance on the last statement.
      • Are new and were not previously printed.
12. For Dunning Messages, select the code for the set of dunning messages that you want to print on the statements. The default dunning messages are from the Statement tab of the A/R Options screen. Other dunning messages are set up on the A/R Dunning Messages screen.

    Accounts Receivable uses the dunning message for the oldest aging period in which there are outstanding transactions.

13. Click Print.

    The report appears in a new Sage 300 window. You can print the report or export it to a file.

Published: September 11, 2020
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