Customer Statements
Overview
Statements can be generated for customers who have accounts receivable balances at any time during the month. When statements are generated, they can be printed and mailed, or can be emailed directly to the customer.
The statement generation job can be configured as a system trigger to run automatically each month, or can be run manually.
Distribution
If you have customers who prefer to receive their statement of account by email, simply add their email address to the contact record on their customer account, and turn on the eReceive Statements switch while editing the contact. A customer may have one or multiple contacts that receive the statements. When sending, each contact with this switch turned on will receive the same copy of the statement each time.
For customers who prefer to receive a paper copy of their statement, no changes need to be made. Simply do not turn on the eReceive Statements switch, and you can print their statement and mail it.
The address block on the statement of account document is positioned such that it is displayed through the window of a standard #10 left-window envelope. If you use different envelopes, or the address does not correctly line up feel free to contact our support desk for assistance.
Trigger Setup
Navigate to System > Setup > Triggers, and create a new trigger. When prompted, select “Generate Statements” from the dropdown and click Confirm.
If you intend on generating statements each month manually, then set the Frequency to “Manual”. Otherwise, select Monthly and enter the day of the month you want it to run.
In the right column, you can select any desired parameters, then click “Save and Exit”
| Parameter | Description |
|---|---|
| Statement Date | This is the date that is shown at the top of the statements. Best practice would be to set “Dynamic Date”, and choose “Today” |
| Customer Classes | If generating statements for only a certain set of Customer Classes, choose them here. |
| AR Categories | If generating statements for only a certain set of AR Categories, choose them here. |
| Email Immediately | Turning on this switch will immediately email generated statements to any customers set to receive them this way. It is recommended to only turn this switch on after you have generated statements at least once and are comfortable that your settings are all configured correctly. |
| Print Future Items | Turn on this switch to have the statement include invoices that are due in the future. |
Execution
If generating manually, then click the “Play” icon in the grid next to the generate statements row. If the job is configured to run automatically, nothing more needs to be done.
Working with Statements
After statements have been generated, you can navigate to Accounting > Accounts Receivable > Statements to view and manage the documents generated.
There are a few buttons at the top left:
| Button | Description |
|---|---|
| Print Non-Emailed | This will print only the statements that do NOT have a contact set to receive via email. |
| Mass Email | This will send via email all statements for customers who DO have a contact set to receive via email. |
| Check Emails | This will re-check for customers who elect to have statements delivered via email. This is useful if you generate statements, and then after it is already generated, a customer asks to receive it via email. It will update the list of statements for any customers who were set to receive via email since the documents were created. |
After statements have been generated several months, the list will start to fill up. To make them easier to work with, it is advised to select the statement date you want to work with in the date filter.
There are several actions that can be taken within the grid using the checkboxes:
| Mass Action | Description |
|---|---|
| Print AR Statement | Print all statements currently selected with a checkmark in the grid, regardless of email status. |
| Send Email | Email all statements currently selected with a checkmark in the grid, IF there is a contact record that can receive statements. |
| Delete | Delete all statements currently selected with a checkmark in the grid. This can be done if there is a mistake, or if you are just cleaning up past statements that aren’t needed anymore. |
There are also actions that can be taken within the grid for one row at a time using the icons:
| Grid Icon | Description |
|---|---|
| Envelope | Displays a log of emails sent for the current statement. |
| Paper Plane | Sends the current statement if there is a contact record that can receive statements. |
| Prints or downloads a copy of the statement. | |
| Trash Can | Deletes the current statement. |
Recommended workflow
- Generate statements (or allow trigger to generate them automatically in the nightly jobs)
- Review statements if desired, ensure the correct customers are set to receive via email
- Click “Mass Email” button to send emails
- Click “Print Non-Emailed” to print out non-emailed statements
- Mail any statements that printed
Related Articles
Service Fees
Overview Accounts Receivable customers can be charged a service fee (also known as “Finance Charge”) on past-due balances. The service fee generation job can be configured as a system trigger to run automatically each month, or can be run manually. ...Chart of Accounts
Overview Chart of Accounts can be accessed from the sidebar menu by selecting the options Accounting >Settings>Chart of Accounts. Permission In order to perform any of the basic maintenance tasks you will need to be assigned the Create, Update, and ...Unapplied Payments
Overview A customer can have unapplied payments on account for a variety of reasons. Some of the most common: Overpayment on an A/R check Payments entered by sales employees without access to apply to invoices A/R Adjustment that increases balance ...Terms
Overview Terms can be accessed from the sidebar menu by selecting the options Accounting >Settings>Terms. The terms can be assigned to customers to group them for reporting purposes. For help with editing customers click here for the customer ...AR Categories
Overview AR Categories can be accessed from the sidebar menu by selecting the options Accounting >Settings>AR Categories. The categories can be assigned to customers to group them for reporting purposes. For help with editing customers click here for ...