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Last modified on 6/7/2016 3:38 PM by User.

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Prepare, Monthly, Statement

Task 12 - Preparing Monthly Statements

The A/R Month End Balancing, Procedures and Reports, document should be followed before the monthly statements are generated. One of the procedures in the A/R Month End Balancing, Procedures and Reports is to clear paid invoices from the A/R Open items file.  This procedure is located in A/R (Module 2), System management functions (Task 32), Clear paid inv.’s from A/R open (Sub-task 4).  It is recommended the month end reports be printed/saved & balanced before this procedure.  Other helpful A/R documents recommended are A/R Daily Balancing & A/R Daily Balancing Spreadsheet Example. 

Invoices and/or Statements can be e-mailed or faxed.   To use this optional feature, please contact us at 248-583-4110 or e-mail.

 

For the setup of the email statements see the document titled E-mailing or Faxing: Statements.

If statements are emailed, the Standard statement forms FORSTM (Sub-task 1), must be used, not STDSTM or S80STM.

Sub-task 4. Edit email message for e-delivery statements STMBDY.  This is the message sent in the body of the email when a statement is automatically emailed.  The actual eform statement will be a PDF attachment.

Go into A/R, Customer Master (Task 17), Change existing customer record (Sub-task 2).  Bring up a customer # & look at field 22 Get statemt:  This must NOT be set to N.  If this is set to N the customer will NEVER get a printed, emailed or any other kind of statement.

Task 12 Prepare monthly statements         

Standard statement forms FORMST (Sub-task 1):

If statements are emailed, the Standard statement forms FORSTM (Sub-task 1), must be used, not Sub-task 2 STDSTM or Sub-task 3 S80STM.

Answer system prompts as follows:

 

  • ​E-DELIVERY customers . . . .[N,S,P]:

    • ​N = normal e-delivery: will e-mail the customers who have an e-mail address, along with appropriate prefix (.ESTM), in the Customer Master notes.  The remaining customers will get a regular, printed statement.
    • S = skip e-delivery statements: will skip the e-delivery statements all together.  Maybe the e-delivery statements have already been emailed but the paper statements jammed in the printer so now the paper statements need to generated & the e-mailed statements skipped.
    • P = print instead: would be used if you just want printed statements for all customers.  If the e-mail-server was down and you decided to print all statements, with none being e-mailed.

    • ​Paper customers . . . . . . . [N,S]:

      • N = normal (print): or normal print of paper statement customers

      • S = skip paper statements: The paper statements have already been printed, but now the emailed statements customers need to be generated. 

  • ​Reprint invoices along with statements (Y or N)?

    • ​If N is selected, the statements will be e-mailed, faxed or printed based on the customer.

    • If Y is selected, you will be prompted:

      • ​Reprint Current-month only or All invoices (C/A):

      • Customer invoicing codes to reprint:  ____”  Here is where you would enter the Invoice Code (found on field #50 on the Customer Master) and just those customers with the code entered at this prompt will have the statement printed/faxed/e-mailed along with the reprinted invoices, whereas all of the other customers will get just their statement..   Note:  If you are currently using field #50 for some other purpose, we suggest you add another code directly beneath the current code (i.e. currently have P for Premier, add Q for Premier Inv.Reprint) then if you need to run reports by Invoice Code or use it in some other manner, you can ‘range’ the Invoice Codes (i.e. select P through Q) to get all of the ‘Premier’ customers.

      • ​On the printer selection screen, select the printer where the physical printed statements will print, as the e-mailed (or faxed) statements use a ‘virtual’ printer.

 

NOTE: If the e-mail fails, a rejection e-mail will be sent to the e-mail set in the A/R parameter: ESTM’EML’FROM= youremailaddress@yourcompany.com

 

ADDITIONAL NOTE: If the fax fails, an e-mail can be sent to an administrator. 

 

 

  • Reprint invoices along with statements (Y or N)? N

    1. If answered Y for yes, the printer screen will come up for selection of where the invoices will reprint.

  • The printer screen appears again.  This time for printing the statements.

  • The printer screen appears on the screen again.  This time for printing the End of Month statement discount report, if it is being used.

  • Starting Customer # and Ending Customer #: Enter for ALL. (To assure statements are aligned properly you may first select just one customer #.  Then go back and select ALL customer #’s.  If eform statements are used, alignment shouldn’t be necessary.  Eform statements are printed on plain laser paper/printer.)

  • Starting Customer Name: and Ending Customer Name: Enter for ALL.

  • Statement Date: Use the end of the month that was just balanced.

  • Customer Type: Press Enter for ALL.

  • Order (N or A): N for Numeric order, A for alphabetic order.

  • Min. Bal.:  Press Enter to default to $.00. A statement will print for all the customers designated to get a statement regardless of the customer balance. It will print credit balances also.  If you don’t want credit and zero balances to print, type in 1 for one cent. If you do not want to print statements for a customer owing $10.00 or less (for example) type 1000 (no decimal pt.), and no statements will be generated for any customers with a balance smaller than $10.00. 

  • Starting & ending division #: Press Enter for ALL

  • Note  if using End of Month Statement Discounts, the following 2 prompts will appear.  See documents titled Statement Discounts and Statement Discounts -Credit Sales Tax & Accrue Discounts and Statement Discounts -How the Discount is Calculated.  For more information on End of Month Statement Discounts, please contact us at 248.583.4110 or via e-mail.

    • Starting/Ending Customer Statement Flag Type: Enter for ALL

    • Discount Cut-off Date:  a date must be entered. Documents older than this date are NOT eligible for discounts.

    • Aging Period:  Press Enter for ALL

    • Please enter – starting billing terms: Press Enter for ALL

    • All the selections for the statement printing options will appear on the screen, Press enter key to start the printing, emailing and faxing of the statements & invoice reprints

      • ​Press F1 key to change Date basis

      • Press F2 key to switch Doc Listing order

  • ​It will show you # of Printed, emailed & faxed statements.

 

Plain paper only (14” x 11”) STDSTM (Sub-task 2)

  • This option prints the columns and column headings on 14” x 11” plain paper. It also prints a remittance advise report. This can’t be used if emailing or faxing statements.
  • Select the proper printer for 14 x 11 paper.
  • Starting Customer # and Ending Customer #: Enter for ALL
  • Starting Customer name and Ending Customer name: Enter for ALL
  • Statement date: Use the last day of the month just balanced.
  • Customer type: Enter for ALL
  • Order (N or A): N for Numeric order, A for alphabetic order. 
  • Min. Bal.:  Press Enter to default to $.00. A statement will print for all the customers designated to get a statement regardless of the customer balance. It will print credit balances also.  If you don’t want credit and zero balances to print, type in 1 for one cent. If you do not want to print statements for a customer owing $10.00 or less (for example) type 1000 (no decimal pt.), and no statements will be generated for any customers with a balance smaller than $10.00. 
  • Division #: Enter for ALL
  • Aging Period:  Enter for ALL
  • The statements should start to print.

 

Plain paper only (8 ½” x 11”) S80STM (Sub-task 3)  

  • This option prints the columns and column headings on 8 ½” x 11” plain paper.  It also prints a remittance advice.  This can’t be used if emailing or faxing statements.
  • Select the proper printer for printing 8 ½” x 11” paper.
  • All the same questions are asked as were asked if using the 14” x 11” plain paper statements. 

 

Edit email message for e-delivery statements STMBDY (Sub-task 4)

  • Here you can edit the text message that will be sent along with your statement. 

View statement log STMLOG (Sub-task 5)

  • Here you can:
    • Edit the statement log
    • Be provided help for editor commands
    • Print statement log

  • Not all of the statement programs use the statement log. If the statement log isn't being created on your system, contact us.

  • The newest log entries will be at the end of the file.

Statement Parameters

The statement parameters are in:

  • A/R (Module 2)
    • System management functions (Task 32)
      • Modify parameter files (Sub-task 22)
        • Aging & statement control #2

 

Please contact us at 248-583-4110 or via e-mail before making any changes to any parameters.