Statements

The STATEMENTS screen is used to run statements for the current period or to reprint statements for a previous period for monthly or weekly accounts. Statement summary details, such as the status of emails and faxes sent and the existing print status, display as well as the balance due on each statement successfully printed, emailed, or faxed. 

 

Menu Path:  Closeouts, Statements, STATEMENTS screen / End of Period, CLOSEOUT QUEUE screen, STATEMENTS button

 

 

How To: Add a Statement Custom Logo - 2 pages

Info Sheet: PW Statement Examples - 13 pages

 Statement Output - 4 minutesStatement Output - 4 minutes 

 

Statements are normally run after each End-of-Month close and can be run after an End-of-Week close for weekly accounts.

 

AGE STORE
For multi-stores where each store is responsible for its receivables, select the 'AGE STORE' to output the statements regardless of which location the customer buys from. This ensures customers receive one statement rather than one from each store printing statements. If one store maintains all receivables, set it to that store.

Leave blank to output all statements regardless of the 'AGE STORE'. 

 

MONTHLY / WEEKLY
Check the 'MONTHLY' field and the grid will display the previous 'MONTHLY' closes. The latest will be highlighted. 

Check the 'WEEKLY' field and the grid will refresh with 'WEEKLY' close periods with the latest highlighted. 

The date field to the right of the 'AGE STORE' displays the date and time of the highlighted 'MONTHLY' / 'WEEKLY' close period. 

Select an earlier close to reprint one or more statements from that close. Only one can be selected.

USE THE CURRENT ACCOUNTS RECEIVABLES
Used to print a statement of the current A/R, or a prior close period.

 

• Checked - Statements can be output for the current A/R. The close grid grays out and is unavailable for selection.
• Unchecked - Output statements for the close period selected in the grid.  

 

Close Grid
Used to select a prior statement run. 

Displays the 'DATE OF CLOSE', the 'CLOSE PERIOD' ('WEEKLY' or 'MONTHLY'), and the 'AGE/PRINT STORE' number. 

Statement Filters

Narrow the statements output by:

 

• 'SALESMAN' - Enter a specific salesman or click the button to open the 'BROWSE EMPLOYEES' window to search for a salesperson. Only employees with the 'SALESMAN' flag checked in the EMPLOYEE SETUP screen display in the window.
• 'START ACCOUNT'/'END ACCOUNT'
• 'CLASS'
• 'ACCT CODE'

Print Output

SORT BY

Click the drop-down field and select the order the statements are output by:

 

• 'ACCOUNT' (number or code)
• Account 'NAME'
• 'ZIP CODE'

 

SORT ORDER

Click the drop-down field and select whether to output the statements from:

 

• 'ASCENDING' (lowest to highest)
• 'DESCENDING' (highest to lowest)

Output

Check one or more methods to output the statement type. The system uses the 'STATEMENT DELIVERY METHOD' per customer to determine whether to send the customer statements to a printer, to an email address, or a fax machine. All three methods default to checked so that all designated statements are output. Uncheck any methods that should not be included in the output.

 

• 'MAIL DELIVERY'
• 'EMAIL DELIVERY'
• 'FAX DELIVERY'

 

FORCE EMAILS/FAXES TO PRINTER

Determines whether or not to override the output settings and send all statements to the printer.

 

• Checked - Overrides the 'EMAIL' and 'FAX' settings in the ACCOUNT STATEMENT CONTROLS screen and forces all selected statements to the printer.
• Unchecked - Outputs statements to the designated customer output method. 

Initiate Statement Output

Click the buttons in the lower-right to output the statements:

 

PRINT/SEND

Click to print, email, and/or fax the selected statements based on the output selection. 

The system prompts when the batch is complete and displays the results in the display area to the right of the screen.

 

PREVIEW

CANCEL

Display Area

Displays a summary of the statement output including:

 

Summary Report

Lists the parameters used to output the statements.

 

 

Process Detail

Lists accounts that printed correctly, accounts that contained no transactions, and exceptions (unsuccessful), as applicable.

 

Summary Information

Lists success and failure of total accounts printed, emailed, and faxed.

 

 

REPORT EXCEPTIONS ONLY

Determines whether to report information on all statements or only statements that were not processed. 

 

• Checked - Reports only statements that were not successfully output.
• Unchecked -  to display all requested statements, both successfully processed and failed output.  

  

PRINT SUMMARY RESULTS
Click to print the 'Summary Report' reported in the display area. The system prompts when complete.

 

 

Report example:

 

SAVE RESULTS / LOAD RESULTS

Optionally name and save the statement report.

 

 

To re-display a saved statement file, click the 'LOAD' button and select the file to output.