Printing an Accounts Receivable Statement

Overview

Use this job aid to print an Accounts Receivable statement based on selection criteria. Statements can be printed on plain paper, custom-designed forms, or as a text file. The customer balances are not affected by printing statements. The printing of statements is optional. Statements can be produced at any time and reprinted upon request. Statements can print unpaid balances, summarized transactions within a specific time period, and promotion information.

To print an accounts receivable statement:

1. From the Toolbar, click ACR for Accounts Receivable.

2. From the Accounts Receivable menu, select Account Processing, and then select Print A/R Statements.

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3. Select the type of statement from the list of available statement forms displayed; if either no default form was selected, or if a default was selected with the ability to override the selection. If you always use the same form, you can eliminate the display of the list by setting the default A/R statement form to not allow override of the selection through Forms Manager > Choose Forms To Use - you want to print. Then press Continue.

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4. In the Statement Date Beginning and Ending should be entered in MMDDYY format.

   1. All Accounts Receivable activity prior to the optional beginning date is summarized as the "beginning balance".

   2. All Accounts Receivable activity after the required ending date is excluded from the detail section of the statement.

   3. Typing a date range  will limit the activity that will print on the statement.

5. In the Name Id Beginning and Ending boxes, click Lookup or type * and press Enter, and then select the name id, or type the name id range you want to print statements for, or leave blank for all.

6. In the Location Code Beginning and Ending boxes, click Lookup or type * and press Enter, and then select the name id, or type the name id range you want to print statements for, or leave blank for all.

7.  In the Due Date Cutoff, Prev Due Date Cutoff and Payment Due Date, click on the calendar button to change as applicable.

8. In the Print Prepay Balance Only Statements box, type Y to include prepay balance statements or N to exclude.

9. In the Print Zero Balance Due Statements? box, type Y to produce statements for all selected name id's with a zero balance due or greater, or type N to exclude name id's with a zero balance due from the statement run.

   1. This feature is not intended for use with statement type 3 (all outstanding activity within date range).

10. In the Print Credit Balance Due Statements? box, type Y to include name id's with a credit due balance in the statement run, or type N to exclude name id's with a credit balance due from the statement run.

11. In the Subtotal by Location? box, type Y to add the location code to the sort and subtotal routine in which all transactions are sorted and subtotaled by the document location code a beginning and ending balance line will be included in the detail section for each location with activity.

    1. If a name id has activity in only one location and does not have a beginning balance, these additional balance lines are not output in the detail section of the statement., or type N to omit the location from the sort and subtotal routine.

12. In the Print Totals By Product Category? box type Y to print totals by product category, or type N to omit totals by product category.

13. In the Accumulate YTD Finance Charges? box, type Y to summarize the total finance charges for the calendar year and updates the finance charge history, or type N to omit the summary of finance charges and does not update the finance charge history.

14. In the Accumulate YTD Interest Credits? box, type Y to summarize the total interest credits for the calendar year and updates the interest credits history, or type N to omit the summary of interest credits and does not update the interest credit history.

15. In the Print Statement of Open Prepaids & Activity, type Y to print a separate statements for unapplied prepays and prepay activity.

16. In the Only Include Balances This Age Old box, type the appropriate aging category to print name ids with a balance in the selected aging category and/or older.

17. In the Type Selections Beginning and Ending boxes, click Lookup or type * and press Enter, and then select the range or type the range you want to process.

18. Click Messages.

19. Type in appropriate messages that will print on the statement based on a name id's oldest balance.

20. Click OK.

21. Click Options.

22. In the Type of Statement box, type 1 for Current Activity With All Detail lists all Accounts Receivable activity dated within the range of dates specified in the Statement Dates boxes for the selected name ids and locations. Individual payment applications (maximum of 99 applications per receipt number) are listed in the detail section of the statement.

    1. Activity includes all paid and unpaid invoice transactions and all applied and unapplied payment transactions. or 2 for Current Activity With Payment Summary summarizes all Accounts Receivable activity dated within the range of dates specified in the Statement Dates boxes for the selected name ids and locations. Individual payment applications are not shown on the statement.

    2. Applications of the same payment are summarized into a single line. Accounts Receivable activity includes all invoice transactions (paid and unpaid) and all payment transactions (applied and unapplied). or 3 for All Outstanding Activity Within Dates shows only unpaid invoice transactions and unapplied payment transactions within the range of dates specified in the Statement Dates boxes for the selected name ids and locations.

    3. The Beginning Date box may be left blank to skip summarizing the beginning balance and to list all unpaid invoice transactions and unapplied payment transactions.

23. In the Sort In Order By controls the sequence that the Accounts Receivable statements print in. box, type 1 for Name Id or type 2 for Name Id Description or type 3 for Zip Code If you choose to sort by zip code, name ids with the same zip code are printed by name id number within the zip code..

24. In the Cash Invoices box, type 1 for Treat Like All Other Invoices includes cash invoices in the detail section of the statement with a payment application.
    or type 2 for Summarize On One Line condenses all cash invoices within the date range to a single line in the detail section. or type 3 for Exclude from Statements.

25. In the Line Item Detail box, type 1 to print each invoice line item on the statement, or type 2 to summarize the invoice line items by product category.

26. In the Statement Messages box, type 1 for same message for all statements, or type 2 for determined by highest aging category.

27. Click OK.

28. Enter Y to print the box to print the customer’s Open Storage, Grain Bank, Warehouse Receipts, Delayed Price, or Unpaid Grain.

    1. Enter N in these boxes if you do not want to print this information.

29. In the Include Hold As Part of Box, type O to include hold as part of open storage, type G to include hold as part of Grain Bank, W to include hold as part of Warehouse Receipts, type D to include hold as part of Delayed Price, or type U to include hold as part of Unpaid Grain.

30. Click OK to go back to first page.  When all is set correctly, Click OK.

31. In the Printer box, type the number associated to the place you want your report to print.

32. In the Copies box, type the number of copies of the report you want to print.

33. In the Pages From and To boxes, type the page number range you want to print the report for. Leave the boxes blank to print all pages.

34. Click OK.

35. Choose from Prepayment Form or Prepayment Statement Form and Click Select.

36. Choose Spool Form Option 1-3 and Click OK.

Learn more about Account Processing feature: