You can use Customer Statements to send your customers an overview of the receivable transactions for their account.
Configure Accounts/Contacts to Receive Customer Statements
You must configure your accounts/contacts to receive customer statements. If an account/contact is not configured to receive customer statements, then the customer statements is not sent to them via email.
To configure accounts/contacts to receive customer statements on a(n):
- System level - Check the Enable Statements check box on the Accounts Receivable Configuration screen to check the Send Customer Statements check box by default for all new receivables accounts and contacts.
- Individual account/contact level - Check the Send Customer Statements check box on the A/R Demographics screen for an account or contact.
You can also update the Send Customer Statements check box for multiple accounts or contacts at one time:
- Click the Accounts - Receivable or Contacts - Receivable link from the Main Menu. The Accounts or Contacts screen opens.
- Select the accounts/contacts to update. Use Ctrl+Click or Shift+Click to select multiple accounts/contacts.
- Right-click and select Edit -> Edit Multiple A/R Demographics. The Edit Multiple A/R Demographics screen opens.
- Check the Send Customer Statements check box.
- Select Yes for the selected accounts/contacts to receive customer statements. Select No for the selected accounts/contacts to not receive customer statements.
- Click OK.
Configure the Customer Statement Remit-To Note
When you send customer statements, you need to configure the remit-to note that appears on the customer statement.
- Click the Customer Statement Remit-To Note link from the Main Menu. The Customer Statement Remit-To Note screen opens.
- Enter the note title for the customer statement remit-to note into the Title field.
- Enter the remit-to text into the text field. Use the text formatting bar to format your text as desired.
- Click OK.
Send Customer Statements
You can send customer statements from any Accounts or Contacts screen.
- Click the applicable Accounts or Contacts link from the Main Menu. The Accounts or Contacts screen opens.
- Select the accounts/contacts to receive the customer statement. Use Ctrl+Click or Shift+Click to select multiple accounts/contacts.
- Right-click and select Reports. The Reports screen opens.
- Select the Customer Statement report.
- Click Select. The Report Prompt screen opens.
- Enter the necessary information:
- Report Format - Determines if the report is grouped:
- By Transaction Date - Transactions display in ascending order by date.
- By Event - Transactions display in ascending order by event ID.
- Statements As Of - Transactions before the entered date display.
- Balance Forward As Of - Displays ending balance before the entered date.
- Show Transactions - Display all transactions for all orders (All Transactions) or show only transactions for open orders (Show Open Items Only).
- Open Invoices Only - If checked, only open invoices are included in the customer statement. Only available if Show Open Items Only is selected.
- Exclude XAPs - If checked, application transactions (XAPs) are not included in the customer statement.
- Report Format - Determines if the report is grouped:
- Expand the Send Options section.
- Enter the necessary information:
- Send - Select to print or send the report via email to the customer.
- Via Email - Report is sent to the customer's email address.
- To Printer - Report is printed.
- Via Efax - Report is sent to the customer's efax address.
- Print Statements Not Sent Via E-Mail - If checked, report(s) not sent via email are printed.
- Save in Folder - If checked, the report is saved in the Documents tab for the account/contact.
- Add Activity of Type - If checked, an activity with the selected type is added to the account when the report is printed/sent.
- Send - Select to print or send the report via email to the customer.
- Click OK.
Customer Statement Security
The Allow Mass Issue of Customer Statements access privilege controls the number of customer statements a role/user can send. The Value field is used to indicate the maximum number of customer statements a role/user can send with 999999999 indicating unlimited. If no roles/users are assigned to this privilege, it is considered inactive and all roles/users send an unlimited number of customer statements. If a role/user is not assigned to the privilege and other roles/users are or no security value is specified for a role/user assigned to the privilege, the role/user cannot send customer statements.
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