Statements

Statements can be sent in a batch to your customers. Statements include sales invoices and sales credit notes.

Note: To email statements, your SMTP server credentials must be configured in Company Set-up.

1. On the Processing menu, click Statements. Selected by default is the Configure tab, and within that the Main Selection tab.
2. Select the search options:
   • Include o/s
     • Invoices – Display sales invoices when there is an outstanding amount.
     • Credits – Display sales credit notes when there is an outstanding amount, and invoices are being displayed.

     Note: if you have Include o/s Invoices and/or Credits selected, a list of the outstanding entries is sent to your customer along with the statement.

   • Exclude credit balance – Do not display a customer if they have a balance.
   • Only unprinted – Display documents if they have not been printed and Include o/s invoices is selected.
   • Flag as printed –
   • Include "not due" – when cleared, a document is displayed if the due date is earlier than the Statement date.
   • Hide once processed – Documents for the customer are hidden once they have been processed.
   • Charge late fees – Charging "late fees" requires a custom catalogue. Do not use if you have not received training on this feature.
   • Branches – select All branches, or clear the tickbox, then click a company branch from the list.
   • Credit controllers – select All credit controllers, or clear the tickbox, then click a credit controller from the list.
   Filters

   Further filters can be set on the Filters tab:

   • Trader – type the beginning of the trader code.
   • Trader REP – type the beginning of the rep code for the trader.
   • Entry REP –
   • Areas – select All areas, or clear the tickbox, then click an area from the list. Areas are configured through Vans.
   • Invoice methods –
   • Invoice types –
   • Classifications –
   • Account managers –
   • Groups –
3. Click Search. A list of matching accounts are displayed in the right-hand pane. The bottom row is a summary.
4. Repeat the steps above to refine your search, until the list of customers you want to send a statement to is correct.
5. In the Distribution type list, clear All, then click how you want to process the statements:
   • Undefined –
   • Post –
   • Fax –
   • Email - PDF –
   • Email - Weblink –
   • Email - HTML –
   • opXML –
   • OB10 –

   Note: For Email type distributions, the email address of the Accounts contact (set on the trader card) is used, or the list of contacts selected in Statement and Invoice Email Contacts. The printer is used if the customer has no account contact and no statement email contacts configured

6. If printing or faxing the statements, select your printer or fax printer from the lists.
7. To process statements for customers with a Undefined distribution method, Output by distribution.
8. Click Print statements. You will need to select your statement form.

See Also