Statements

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Statements

Overview

The Statement Wizard function is used to create and run account statements. Statements can be run on all accounts at one time or configured to run statements for a subset of accounts based on specified criteria.

Access the Statement Wizard by clicking on:

FILE | ACCOUNT MAINTENANCE | STATEMENTS

What do you want to do?

Create New Statement Template

Select this option to create a new statement job.

Use a Pre-saved Statement Template

Select this option to use an existing statement job template.

Use a Previous Statement Run

Select this option to access statement jobs that were previously run. The system automatically saves the most recently run statement job; it will only be removed if a user presses the Delete button.

Click Cancel to exit the statement wizard.

Create a New Statement Template

Select Statement Options – Page 1

Statement Job Descriptions: Enter an alphanumeric description for the statement.
Minimum Service Charge: Enter a dollar amount value for the minimum service charge. Enter the value of ‘0.00’ to not apply a minimum service charge. When the calculated service charge for a delinquent account is less than the minimum value defined, the system will automatically increase it to the Minimum Service Charge listed.

Note: the Calculated Service Charge is based on the Service Charge Code selected in the Account Record.

Click on the applicable parameters:
- End of Period Statement: Check this box to run a regular weekly and or monthly statement and shift the age fields and do the updating of the accounts. If this box is not checked it is considered an interim statement and no updating can take place.
- Shifted Aged Fields: For Balance Forward accounts, select this parameter to shift each aging history field one position up. The service charge will be computed after the fields are shifted. Note: this parameter does not apply to Open Item accounts.
- Do Update: Check this parameter to update the data on the account record.

Note: It is recommended to first review a printout of the statement, before checking this parameter to update the data on the account record.

Account Selection Criteria: The Statement Wizard will default to running the statement on all accounts unless otherwise specified. Click on the Change button to run a statement on specified criteria. Statement Code field on the Account Record can be used to define account criteria.

Click Next to continue defining the Create New Statement Job options

Select Statement Options - Page 2

Overall Statement Options:

Order Statements By: This is your sort feature in the statement program. Choose how you would like your statements sorted based on the drop down menu.

Statement Detail Options:

Show Zero Amt Transactions: If you want the customer to see transactions where the transaction amount is zero.
Show Closed Transactions: For Open Item accounts only – Select “NO” from the drop down box to not print closed transactions on the statement. Select “YES” from the drop down box to print closed transactions on the statement. Some Accounts like this option because they like to see what payments closed what invoices.
Show Deferred Transactions: Check this parameter to print post-dated transactions on a statement.
Show Deferred Total: This will print a total of all deferred transactions on the statement. Same thing applies here with having accounts set to allow deferred transactions.

NOTE: You also need to set accounts to Allow Deferred Trans as a yes (This would be on house charge accounts) to allow postings dated after the current date.

Click Next to continue defining the Create New Statement Job options

Select Statement Print Options – Page 3

Check the Print Statements parameter and all other options will become available.
Number of Copies: Enter the number of statement copies to print.
Print Zero Balance Statements with activity: If you have an account that has a To-Date Balance of zero but purchased things from you during the month, if you check this box, it will print those statements.
Print Zero Balance Statements with no activity: If you have an account that has a To-Date Balance of zero and didn’t purchase anything from you during the month, if you check this box, it will print those statements.
Print Credit Balance Statements: If you have an account that has a credit balance, if you check this box, it will print those statements.
Use Account’s “Send Statement Via” flag: If you setup this on the Account record (On the Accounting Tab) and you have this box checked, it will send the statement via the option you choose. Right now the options are “Print” and “E-mail”. There may be a “None” button if you are setup for E-office.
Print Statement Summary: Check this box If you want to print a summary page of all the accounts you printed.

Click Next to continue to the Review/Run screen

Review/ Run – Page 4

Review the summary of the selected options. (Changes can be made to the options by clicking the Back button or double clicking on one of the options displayed.)
Statement Date: The system defaults to the current date, but can be changed if applicable.

NOTE: This option can be used to run a statement back to a previous date. For example, if the 31^st of the month is a Saturday, a statement can be run on the following Monday with the Statement Date set back to the 31^st. When running a statement for a past date, transactions are treated (i.e., aged and deferred) according to the date entered.

This option can also be used to run a statement for a future date, but this would only be practical if transactions would not be occurring until after the entered date. For example, if the 31^st falls on a Sunday, the statement can be run on Saturday with the Statement Date set forward to the 31^st, if additional transactions would not be posted until after the 31^st.

Statement Time: The system defaults to the current time, but can be changed if applicable. (See implication details described above for Statement Date.)

Click Save Template to save the selections into a template and run at a future date.

Click Save Template and Run Statements to save the selections into a template for future use and also run the statement now.

Click Run Statements to run the statement(s) now, but do not save the selections into a template fur future use. Note: The system automatically saves the most recently run statement job; it will remain available until it is overwritten by the next statement job run.

Click Cancel and the following message will appear:

Are you sure you want to cancel this Statement Batch?

Click Yes to go back to the initial Statement Wizard screen.
Click No to resume defining the statement options.

Click Back to go to the previous screen to change any parameters.

Use a Pre-Saved Statement Job Template

Select this option to use an existing statement job template. Highlight the job you want to use.

Review/ Run

Review the summary of the selected options. (Changes can be made to the options by clicking the Back button or double clicking on one of the options displayed.)
Statement Date: The system defaults to the current date, but can be changed if applicable.

Statement Time: The system defaults to the current time, but can be changed if applicable. (See implication details described above for Statement Date.)

Click Save Template to save the selections into a template and run at a future date.

Click Save Template and Run Statements to save the selections into a template for future use and also run the statement now.

Click Cancel and the following message will appear:

Are you sure you want to cancel this Statement Batch?

Click Yes to go back to the initial Statement Wizard screen.
Click No to resume defining the statement options.

Click Back to go to the previous screen to change any parameters.

Use a Previous Statement Run

Select this option to reprint, recreate, view, or update statements.

Option #1: Click the RECREATE/REPRINT (or simply REPRINT) button to recreate or reprint statements:

To recreate or reprint statements, highlight the previous run that you want to recreate or reprint and select the button RECREATE/REPRINT
When you get to the next screen it will allow you to select which individual statements from that previous run that you want to recreate and/or reprint. (There are “Select All” and “De-Select All” buttons to make selections easier. To highlight only some entries, click on the 1st one you want, then hold down the CTRL-Key and click on the 2nd one and so forth until you have highlighted all the ones you would like to recreate/reprint.)
Highlight the individual statement(s) that you want to recreate/reprint. Then click either the Recreate or Print/Email button and it will recreate or print/email them. (Note: printing or emailing is based on the individual account setting.)
You can also Preview a statement before you print it but only one at a time. You can do this by selecting the button called Preview Selected. You cannot select multiple statements to preview.

NOTE: You can only recreate a statement if it hasn’t been updated yet. If the highlighted statement run has already been updated, you will only be allowed to reprint it.

Option #2: Click the Update Accounts button to Update accounts from a previous Statement run.

To Update accounts from a previous Statement run, highlight the statement run and select the button, Update Accounts.
You will get a message, “Are you sure you want to update the account information for the Accounts associated with this Statement Batch? You will not be able to undo this step. “
Select Yes to update the accounts or select No to cancel.

Click Cancel and it will exit the Statement Wizard.

Click DELETE to delete the highlighted previous statement run:

Are you sure you want to delete this Statement Run?

Click Yes to delete the highlighted previous statement run.
Click No to return to the previous statement runs screen.