Printing Labels

There are two methods you can use to print mailing labels in Accounts Receivable:

• Use the A/R Labels screen to print mailing labels, either for customer addresses or for their ship-to locations.
• Use the A/R Statements/Letters/Labels screen to print mailing labels for customer addresses. You can select the range of customers to match the statements or letters that you print.

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

To print labels using the A/R Labels screen:

1. Open Accounts Receivable > A/R Customer Reports > Labels.
2. On the A/R Labels screen, select the report format to use to print the labels.
3. Specify whether to print the customer address or ship-to location address.
4. Select the customers whose labels you want to print. More...
   1. For Select By, choose either Customer Number or Customer/Document Number.
   2. In the table, specify the range of customers to include, which depends on your selection for Select By:
      • Customer Number. Specify the range of customer numbers to include. If you do not specify a range, Accounts Receivable prints labels for all customers.
      • Customer/Document Number. Specify the range of customer numbers and range of document numbers. If you do not specify a document number range, Accounts Receivable prints labels for all customers in the customer number range.
5. Specify the number of labels to print for each address.
6. If you want to reprint labels that may have been printed before, select the Include Labels Already Printed option.

   Do not select this option if you want to only print labels that you have not yet printed.

7. Click Print

   The labels appear in a new Sage 300 window. You can print them or export them to a file.

To print labels using the A/R Statements/Letters/Labels screen:

Use this method if you printed statements or letters and you want to print labels for their envelopes. You can select the same customers as you used to select the statements or letters.

1. Open Accounts Receivable > A/R Customer Reports > Statements/Letters/Labels.
2. On the A/R Statements/Letters/Labels screen, select Label as the type of form to print.
3. Select the report design to use for the labels.
4. If you want to print labels only for customers that have an aged balance, make additional selections. More...
   1. Select the Use Aging option. (If you do not select this option, labels are printed for all customers that have current balances as well as aged balances.)
   2. For Run Date, specify the run date. 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.
   3. For Cutoff Date, specify a cutoff date. Initially, this is the current date. Labels are only printed for customers whose balances are overdue on the cutoff date by the number of days specified on the Criteria tab
   4. For Age By, specify whether to age transactions by due date or document date.
   5. 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.
   6. If you want to specify the minimum number of days that the customer balance must be outstanding to print a label for the customer, click the Criteria tab, select the Select Customers with Balances option, and type the number of days. (You can only select this option if you have also selected the Use Aging option.)

      Note: If you specify less than 90 days, labels will only be sent to customers who have balances outstanding more than 90 days.

5. 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 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.
6. Labels are usually printed in order by customer number, then by document number and document date, 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.
7. Click Print

   The labels appear in a new Sage 300 window. You can print them or export them to a file.

Published: September 11, 2020
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