Printing Letters and Labels

You can print letters and mailing labels for the customers and national accounts in your Accounts Receivable system. For example, you might want to send letters to your customers for advertising or collection purposes. More...

Accounts Receivable comes with a sample dunning letter and a sample mailing label form, that you can use or change to suit your company’s requirements.

You can send letters to customers who have balances outstanding more than 90 days.

  • Letters and labels are printed for a customer or national account only if the Print Statements option is selected for the customer or national account.
  • You use the A/R Statements/Letters/Labels screen to print labels for addresses in customer records. To print labels for customer ship-to addresses (for example, to affix on shipments of goods), you use the A/R Labels screen. For more information, see A/R Labels Report.
  • Ensure that there is sufficient stock in the printer.
  • Determine which report format to use to print the letters or the labels.
  • Make sure your print destination is set to Printer.

To print letters:

  1. Open Accounts Receivable > A/R Customer Reports > Statements/Letters/Labels.
  2. Select Letter as the type of document to print.
  3. Select the following general options:
    • Use Letter. Use the Browse button to select the report form to use for the letters, if the correct one does not already appear in the field.
    • Delivery Method. Select a delivery method for letters, as follows:
      • Print Destination. Select this method to send the letters to the default print destination you selected on the company desktop.
      • Customer. Select this method to send the letters via the method specified in your customer records.
    • E-mail Message. This field appears when you select Customer for the Delivery Method. Select the code for the e-mail messages you want to send with e-mailed letters.
    • Use Aging. Select this option if you want to send the letter only to customers that meet specified aging criteria (customers that have an aged balance). If you do not select this option, letters are printed for all customers, including those who have current balances.

      When you select the Use Aging option, additional fields appear that let you specify the cutoff date and how to age customer balances:

      • Cutoff Date. If you are using aging criteria to select customers, specify a cutoff date. Letters or labels are printed only for customers whose balances are overdue on the cutoff date by the number of days specified on the Criteria tab.
      • Age By. Specify whether to evaluate age by due date or document date.
    • Run Date. This is the date that appears on the letters.
  4. On the Select tab, select only the options you need to define the range of customers and to print the information you want to include:
    • Account Type. You can choose to print letters or labels for open item or balance forward customers only, or for all customers.
    • Select By. Specify up to four selection criteria to select the customer for whom to print the letter.

      For the first selection, choose from Customer Number, National Account, Customer Group, Billing Cycle, and Short Name.

      For the remaining three selection criteria choose from the above options, plus Territory, Account Set, Currency Code (multicurrency ledgers only), Current Balance, Current Functional Balance (multicurrency ledgers only), Customer Name, Salesperson, Short Name, Start Date, Zip/Postal Code, and customer optional fields (if any).

      If you do not specify selection criteria, Accounts Receivable prints letters for all customers with the account type you select.

    • Sort By. Specify up to four orders by which to sort the letters, choosing from Territory, National Account, Customer Group, Billing Cycle, Account Set, Currency Code (multicurrency ledgers only), Current Balance, Current Functional Balance (multicurrency ledgers only), Customer Name, Salesperson, Short Name, and Zip/Postal Code.

      If you do not specify sorting criteria, the letters are sorted by customer number, then by document number and document date.

  5. On the Criteria tab, specify additional criteria to use when printing the statements:

    • Select Customers Based On Balance Type. Select this option to include or exclude accounts by their balances. You can list accounts with debit balances, credit balances, or zero balances.
    • Select Customers With Balances [X] Days and Later. This option appears only if the Use Aging option is selected. If you select this option, specify the minimum number of days that customer balances must be outstanding to print a letter for the customer.

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

    • Use Aging Periods. The default aging periods from the A/R Options screen appear here if you selected the Use Aging option. If you are printing a customized letter that uses aging periods, these fields can be used to provide additional information for customers.
  6. Click Print. More...
    • If you are printing to a physical printer, the Print window appears. Confirm your printer selection and the number of copies to print, and then click OK. Otherwise, click Cancel or Setup.
    • If you are printing to the screen (preview), the report appears in a new window. You can print the report or export it to a file.

      Note: For Web-based clients, the preview screen appears first when you click the Print button.

    • If you are printing to a file, the Export window appears. Specify the file format (for example, PDF, DOC, or XLS). Also, specify a destination for the file:

      • Application. View the report in an application that can open files of the specified format (for example, if you specify PDF as the file format, the report opens in Adobe Acrobat). You can then save the file.
      • Disk file. Save the report to a location you specify.
      • Microsoft Mail. Send the report as an e-mail attachment.

      You can enter the name of a non-existent file or directory to be created by the system when you print. When you print to a file, the report is assigned a unique name, for example, CS1000.TXT.

    • If you are printing to e-mail, an e-mail message appears with the report attached.

To print labels:

  1. Open Accounts Receivable > A/R Customer Reports > Statements/Letters/Labels.
  2. Select Label as the type of document to print.
  3. Select the following general options:
    • Use Label. Use the Browse button to select the report form to use for the labels, if the correct one does not already appear in the field.
    • Use Aging. Select this option if you want to send the letter only to customers that meet specified aging criteria (customers that have an aged balance). If you do not select this option, labels are printed for all customers, including those who have current balances.

      When you select the Use Aging option, additional fields appear that let you specify the cutoff date and how to age customer balances:

      • Cutoff Date. If you are using aging criteria to select customers, specify a cutoff date. Letters or labels are printed only for customers whose balances are overdue on the cutoff date by the number of days specified on the Criteria tab.
      • Age By. Specify whether to evaluate age by due date or document date.
    • Run Date. This is the date that appears on the letters.

  4. On the Select tab, select only the options required to define the range of customers for whom to print labels:

    • Account Type. You can choose to print letters or labels for Open Item or Balance Forward customers only, or All Customers.
    • Select By. Specify up to four selection criteria to select the customer for whom to print the letter.

      For the first selection, choose from Customer Number, National Account, Customer Group, Billing Cycle, and Short Name.

      For the remaining three selection criteria choose from the above options, plus Territory, Account Set, Currency Code (multicurrency ledgers only), Current Balance, Current Functional Balance (multicurrency ledgers only), Customer Name, Salesperson, Short Name, Start Date, Zip/Postal Code, and customer optional fields (if any).

      If you do not specify selection criteria, Accounts Receivable prints labels for all customers with the account type you select.

    • Sort By. Specify up to four orders by which to sort the letters, choosing from Territory, National Account, Customer Group, Billing Cycle, Account Set, Currency Code (multicurrency ledgers only), Current Balance, Current Functional Balance (multicurrency ledgers only), Customer Name, Salesperson, Short Name, and Zip/Postal Code.

      If you do not specify sorting criteria, the letters are sorted by customer number, then by document number and document date.

  5. On the Criteria tab, specify additional criteria to use when printing the statements:
    • Select Customers Based On Balance Type. Select this option to include or exclude accounts by their balances. You can list accounts with debit balances, credit balances, or zero balances.
    • Select Customers With Balances [X] Days and Later. This option appears only if the Use Aging option is selected. If you select this option, specify the minimum number of days that customer balances must be outstanding to print a letter for the customer.

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

    • Use Aging Periods. The default aging periods from the A/R Options screen appear here if you selected the Use Aging option. If you are printing a customized letter that uses aging periods, these fields can be used to provide additional information for customers.
  6. Click Print. More...
    • If you are printing to a physical printer, the Print window appears. Confirm your printer selection and the number of copies to print, and then click OK. Otherwise, click Cancel or Setup.
    • If you are printing to the screen (preview), the report appears in a new window. You can print the report or export it to a file.

      Note: For Web-based clients, the preview screen appears first when you click the Print button.

    • If you are printing to a file, the Export window appears. Specify the file format (for example, PDF, DOC, or XLS). Also, specify a destination for the file:

      • Application. View the report in an application that can open files of the specified format (for example, if you specify PDF as the file format, the report opens in Adobe Acrobat). You can then save the file.
      • Disk file. Save the report to a location you specify.
      • Microsoft Mail. Send the report as an e-mail attachment.

      You can enter the name of a non-existent file or directory to be created by the system when you print. When you print to a file, the report is assigned a unique name, for example, CS1000.TXT.

    • If you are printing to e-mail, an e-mail message appears with the report attached.