Statement Print

Accounts Receivable > Reports > Statement Print

Statement Print

You use this program to generate account statements for a range of selected customers for the current month or the previous two months. Statements can be printed, emailed and/or faxed.

Toolbar and menu

Field	Description
Alignment	Select this to print up to 5 alignment pages enabling you to test the layout and form pitch of your continuous stationery. You can select the up/down arrows at the Alignment option to indicate the number of test statements you want to print to check the alignment of the stationery in your printer. This only applies when you generate statements for a single statement format.
Preview	Select this to preview the document before printing it. This option also enables you to email the statement to the customer, irrespective which Fax/Email option for statements is defined against the customer (AR Customer Maintenance). This option is only enabled when: you select to generate a statement for a single customer (i.e. you select Single at the Customer statement selection field) or you select the option: Suppress customer's format and enter a single statement format to use for all customers
Print/Send	Select this to generate the statements according to your selections. If you selected to generate a statement for a single customer, and that customer's Fax/Email option is set to Fax, then when you select the Print/Send option, you can select to either fax or email the statement to the customer. If you selected to generate a statement for a single customer, you can use the Preview Document function to preview the document before printing it. When emailing to a single customer from the Print Preview screen, the default email address against that customer is used. If you did not select to print zero balance customers (AR Statement Format - Preferences) then no statements are generated for customer's whose account balance is zero, if no movements have taken place on the account during the month for which statements are being printed. (i.e. if any movement has occurred on the customer's account during the month for which statements are being printed, then the statement is printed even if the balance is zero). At the end of processing, the Print Summary pane displays the total number of statements produced and the value of statements produced in each of the customer currencies. You indicate your preferences for viewing, printing or emailing this information in the After processing complete section of the Report Options.
Save Form Values	This option is only enabled in Design mode (see Automation Design). Your selections are saved and applied when the program is run in automated mode.

Report Options

Field

Description

Statements as of

Indicate the month for which you want to generate statements.

Statements can be generated for the current and previous two months.

Report sequence

Field	Description
Customer	Select this to print statements in customer sequence.
Short name	Select this to print statements in customer short name sequence.
Branch	Select this to print statements in Accounts Receivable customer branch sequence.
Customer class	Select this to print statements in customer class sequence.
Geographic area	Select this to print statements in geographic area sequence.
Salesperson	Select this to print statements in salesperson sequence.
User defined sequence	Select this to print statements in a user-defined sequence. If you select this option, then at the time of printing the report you will be required to enter the name of the tag-file to be used. A tag file is created using a text editor and enables you to print reports in a sequence not catered for by the system (see Tag files).

Statement date

Indicate the date required to be printed on statements.

This date is also used for ageing calculations.

Balance options

Regardless of the selection you make here, statements are not printed if no invoices exist for the customer.

If you want to generate statements for customers who have a debit balance and for customers who have a credit balance, then you need to select both the Debits and Credits options. Alternatively, select the Balance selection option.

Debits

Select this to print statements for customers with debit balances only.

Credits

Select this to print statements for customers with credit balances only.

Balance selection

Select this to define the minimum amount a customer's balance must exceed before a statement is printed for that customer.

If you do not select this option, then statements are printed for all selected customers, irrespective of the balance type.

This option is not available if you selected the Credits option to print statements for only those customers with a credit balance.

Minimum balance

You use this field to indicate the amount which a customer's balance must exceed before a statement is printed.

Currency options


	Against the statement format you are using, you must select the preference: Print currency information (Preferences) if you want to print details of your customer's currency on statements.

Currency selection

Indicate the currency for which you want to print the value of transactions.

If you select All, then the value of transactions are printed regardless of the currency in which they were posted.

Branch options

Indicate the Accounts Receivable branch(es) for which you want to print statements.

Salesperson options

Indicate the salespersons for which you want to generate customer statements.

Salesperson selection

Customer options

Customer selection

Indicate the customer(s) for which you want to print statements

When emailing or faxing statements to a single customer the program checks the email/fax setup options against the customer (AR Customer Maintenance) and:

If you select the option Single, and you are emailing the statement, you can select the Preview Document option and then select the Email option from SYSPRO's Print Preview screen. This enables you to change the email address or add a message if required. Note that the email address must be defined against the customer (AR Customer Maintenance).
If you select the Range option and enter the same customer number in the From and To fields, then you cannot select the Preview Document option and the Email/Fax cannot be previewed. The email or fax is automatically sent to the email or fax address defined against the customer (AR Customer Maintenance).

Fax customers

Select this to generate statements for those customers to whom statements are set to be faxed.

The fax number defined in the Document transmission method - Fax field (AR Customer Maintenance) is used. This option produces statements according to the Fax/Email options defined against the customer.

Your selection here is ignored when you selected to generate statements for a single customer, because the Fax/Email options defined against the customer are used.

Email customers

Select this to generate statements for those customers to whom statements are set to be emailed.

You can only bulk email statements if the statement format print method is defined as Word or SRS (see AR Statement Format) and your operator code is configured to allow the fax/mail integration facility (Operator Maintenance - Options tab).


	The option: Group by email address (SRS Document Template) must not be selected when bulk emailing customer statements using a SRS document format.

When e-mailing a customer statement directly from SYSPRO's Print Preview screen, the e-mail address held against the customer (AR Customer Maintenance) is used as the default, providing that you select to print a single customer statement.

This option produces statements according to the Fax/Email options defined against the customer. Your selection here is ignored when you selected to generate statements for a single customer, because the Fax/Email options defined against the customer are used.

Print customers

Select this to generate statements for those customers to whom statements are not set to be faxed or emailed according to the Fax/Email options defined against the customer.

Your selection here is ignored when you selected to generate statements for a single customer, because the Fax/Email options defined against the customer are used.

Customer statement options

Statement selection

Indicate the statements to generate according to the statement format.

Field

Description

All

Select this to generate statements for all statement formats.

If you select this option, then statements are generated for the customers you selected, irrespective of the statement format defined against the customer (AR Customer Maintenance - Options tab).

If no default statement format is defined against the customer (AR Customer Maintenance), then the first format displayed in the listview of the AR Statement Format program is used.

Single

Select this to generate statements for a single statement format.

You indicate this format in the Statement format field below.

This option is automatically selected if you selected the Print selection: Suppress customer's format.

Statement format

Indicate the single statement format to use when generating statements.

Statements are only generated for customers whose default statement format matches the statement format entered in this field.

If you selected the Print selection: Suppress customer's format, then you must enter the statement format to use in this field.


	If you enter a Standard document format, then statements will not be emailed to any customers. This is irrespective of whether you indicted against the customer that statements must be emailed. The reason is that emailing is not supported for documents generated using a Standard document format (AR Statement Format).

Print selection

Suppress customer's format

By default, the statement format defined against the customer is used when generating statements (AR Customer Maintenance - Options tab).


	If no default statement format is defined against the customer (AR Customer Maintenance - Options tab), then the first format displayed in the listview pane of the AR Statement Format program is used.

Select this if you want to ignore the statement format defined against the customer and use the statement format entered in the Statement format field of the Statement selection option.


	You need to select this option if you are printing statements to a disk file and only want one file to be created for the statement run.

Print balance forward as open-item

Select this to print statements for balance brought forward customers as if they were open-item. i.e. all unpaid invoices are listed on the statement.

If you do not select this option, then the statements for balance forward customers are printed with a brought forward total followed by only current invoices being listed.

If you are printing statements using a Standard document format, the balance brought forward value is printed:

on the line before the line number defined in the First detail line starts on line field (AR Statement Format - Preferences)
in the column position defined for Invoice amount - debit, if the brought forward balance is a debit amount (AR Statement Format - Invoice Detail Section)
in the column position defined for Invoice amount - credit. if the brought forward balance is a credit amount (AR Statement Format - Invoice Detail Section)

You use the Month-to-date Messages function (AR Statement Format) to define the message to print for the balance brought forward value.

Consolidate master accounts

Select this to list invoices for attached sub-account customers when printing statements for master account customers.

See also: Notes and warnings.

Invoices sequenced by date

Select this to print invoices on the statement in date sequence.

Print without bitmap

Select this to exclude bitmaps from being printed on statements that are produced for this run of the program.

This option only applies if you are using a Standard document format for your statements (AR Statement Format).

If you are using an MS Word or SRS document format, then bitmaps are printed regardless of your selection at this option.

Sending selection

Your selection at this option, together with your selection(s) at the Customer options and the Fax/Email option for statements defined against the customer (AR Customer Maintenance - Contact) determines whether statements are faxed and/or emailed and/or printed.

The difference between the Print only and Send only options is:

Print only selects the statements to print depending on the Fax/Email options defined against the customers.
Send only behaves according to the Fax/Email options defined against the customers.

If you select both the Print and Send options, then statements are emailed and faxed to the selected customers for the selected statement formats and all statements for the selected customers and statement formats are printed.

This option is only enabled if the option:Fax/mail integration required is selected against your operator code (Operator Maintenance - Options tab).

The following table lists whether statements are faxed, emailed and/or printed when selecting the Print & Send option for the various combinations:

Include customers to:	Customer set to Fax	Customer set to Email	Customer set to None
Fax, Email and Print	Faxed and Printed	Emailed and Printed	Printed
Fax and Email	Faxed and Printed	Emailed and Printed
Fax and Print	Faxed and Printed		Printed
Email and Print		Emailed and Printed	Printed
Fax	Faxed and Printed
Email		Emailed and Printed
Print			Printed

Select this to only print statements for the selected customers and statement formats. No statements are faxed or emailed, irrespective of the Fax/Email options defined against the customers (AR Customer Maintenance - Contact tab).

The customers included in the statement print run depend on your selection at the option: Include customers to. For example, if you selected to include customers to Fax and Email, then statements are printed for those customers whose Fax/Email Options are set to Fax or to Email (AR Customer Maintenance - Contact tab).

The following table indicates when statements are printed when you select the Print only option for the various combinations of Fax/Email options defined against customers (AR Customer Maintenance - Contact tab):

Include customers to:	Customer set to Fax	Customer set to Email	Customer set to None
Fax, Email and Print	Printed	Printed	Printed
Fax and Email	Printed	Printed
Fax and Print	Printed		Printed
Email and Print		Printed	Printed
Fax	Printed
Email		Printed
Print			Printed

Send

Select this to email, fax and optionally print statements for the selected customers and statement formats.

This option is only enabled if the option:Fax/mail integration required is selected against your operator code (Operator Maintenance - Options tab).

The fax number defined in the Document transmission method - Fax field (AR Customer Maintenance) is used.

Statements are faxed or emailed to those customers whose Fax/Email option for statements is set to either Fax or Email (AR Customer Maintenance - Contact tab). In addition, statements may be printed for selected customers, depending on your selection at the Include customers to option. For example, if you selected to include customers to Fax and Email, then no statements are printed. If, however, you select to include customers to Email and Print, then statements are emailed to customers set to Email and printed for customers set to None (AR Customer Maintenance - Contact tab).

The following table indicates whether statements are faxed, emailed and/or printed when selecting the Send only option for the various combinations:

Include customers to:	Customer set to Fax	Customer set to Email	Customer set to None
Fax, Email and Print	Faxed	Emailed	Printed
Fax and Email	Faxed	Emailed
Fax and Print	Faxed		Printed
Email and Print		Emailed	Printed
Fax	Faxed
Email		Emailed
Print			Printed

Sales message

Enter a message of up to 50 characters that you want to print in the total section of each statement.


	The message you enter in this field is only printed on statements if, against the statement format you are using to print the statements, you: selected the Preference: Sales message (AR Statement Format - Preferences) AND defined a print position against the field: Sales message position in the Total section of the format (AR Statement Format - Total Section).

Email subject

Indicate the text to put into the email subject line when emailing statements.

Email cc

Indicate the email address of the person to whom you want to email a copy of the statement. This applies only when emailing statements.

After processing completed

These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design).

Ageing options

You use these options to nominate the invoice ageing method you want to apply only to this run of the Statement Print program.

Refer to Invoice Ageing for details on how the aged balances for a customer are determined.

Current ageing method

This indicates the ageing method previously selected.

Report ageing method

This enables you to define the ageing method to use when producing statements.

Field	Description
By statement	Select this to age invoices according to the last seven period end dates. An invoice is defined as current if the invoice date is after the last period end date. If you select this option, then you must define your age breaks in multiples of 30 on your statement format (AR Statement Format - Preferences)
By aged statement	Select this to age invoices according to the last seven period end dates. An invoice is defined as current if the invoice date is after the second last period end date. If you select this option, then you must define your age breaks in multiples of 30 on your statement format (AR Statement Format - Preferences).
By invoice date	Select this to age invoices according to the difference between the invoice date and the system run date.
By invoice due date	Select this to age invoices according to the due date of the invoice. This is calculated as the invoice date plus the days till due as defined within the A/R Invoice Terms table. The invoice remains current for as long as the due date remains greater than the ageing date.

Statement Fax or Email

This screen is displayed when you select the Print/Send option and you generated a statement for a single customer whose Fax/Email option for statements is set to Fax (Browse on Customers).

This enables you to email the statement to the customer, even though the default transmission method is to fax the statements for this customer.

Field	Description
Statement Fax or Email
Fax	Select this to fax the statement to the customer. A valid fax number must be defined against the customer (AR Customer Maintenance - Contact tab).
Email	Select this to email the statement to the customer. A valid email address must be defined against the customer (AR Customer Maintenance).
Cancel	Select this to return to the previous screen without sending the statement to the customer.

Print Summary

The information in this pane is displayed once your statements have been printed and/or sent, providing you did not select the option: After processing completed > Close this application in the Report Options.


	You use the After processing completed options within the Report Options to print or email this information.

Column	Description
Statement information
Statement date	This indicates the date printed on each statement.
Total processed	This indicates the total number of statements produced.
Printed	This indicates the total number of statements printed.
Emailed	This indicates the total number of statements emailed.
Faxed	This indicates the total number of statements faxed.
Currency summary	This indicates the value of statements produced in each of the customer currencies. The currency code and currency description are displayed together with the total value of the statements generated for that currency.

Notes and Warnings

Program access

You can only access this program if you defined your Accounts Receivable Statement Format (AR Statement Format).

Prerequisites

Statements can only be printed for customers against whom you indicated that statements are required to be printed (AR Customer Maintenance).
If you want to levy Finance charges against customers, then the AR Finance Charge Calculation program must be run before customer statements are produced. Otherwise the charges will not appear on the customers' statements.

Statements for master and sub accounts

If you select this both the Consolidate master accounts and Print individual attached accounts options, then the invoices for the attached sub-account customers are printed twice - once on the statement for the master account and once on the statement for the sub-account. This is assuming that both the master and sub account customer numbers are included in the range of customers for which statements must be printed.

In this case, the document totals printed at the end of the statement run will not balance back to the values displayed in the At a Glance - Accounts Receivable query.
Even if you select Consolidate master accounts and Print individual attached accounts, the sub account statements are not automatically printed when only the master account statement is selected for printing. You must also select the sub accounts in the range of customer statements to print.

Bulk emailing and faxing

This program does NOT require the Office Automation and Message module to be installed in order to fax/email statements in bulk.

Custom forms

Up to 20 Sales order custom form fields can be printed on statements providing these are defined. The custom fields are available for printing under the <Invoice> node when using the SRS document print format (AR Statement Format).

Coding considerations

Payment information is reflected twice on the statement if you defined the print positions for payments in both the Transaction Detail section and in the Payment Detail section in the AR Statement Format program.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

Open the program for which you want to insert application help into a customized pane.

This functionality is only available for a program that has panes.
Right-click any form field.

You can also click the triangle menu icon that appears in the title area of a pane.
Select Insert Application Help from the context-sensitive menu.

The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

Select the Close icon in the right-hand corner of the application help pane.
Confirm that you want to delete the pane.