Generate Accounts Receivable Statements


The purpose of this process is to ensure customer transaction summaries, in the form of monthly statements, are generated reflecting accurate information and issued on a timely basis. These statements are usually run at the end of the month, since they reflect all account transactions since the last month-end update. In addition to these monthly statements, you can print individual invoices, when they are posted, then mail or give them to your Customers. This speeds up the collection process dramatically, especially when you generally send one billing a month and only want your Customers to see the charges, not the receipts. The invoices and statements can be printed on letterhead paper or on plain paper. This gives you several options for printing both invoices and statements.

Generate an Invoice

To create an invoice for a customer, select the Post Charges and Credits program. You will be asked if you want to send reports to the printer. If you want to create invoices and print them, select "YES" at this time. Additionally, you can Print A/R invoices in Bulk (menu# 1.6.2) to print all invoices for any Client if those invoices were issued on a particular day. When doing this, you can include or exclude any automatically created invoices. You can also include or exclude any credit memos (negative invoices). A separate invoice will be created for each transaction entered and sent to the spooler. The spooler hold file will contain invoices for all transactions posted while in the program, no matter how many customers you post transactions to. As such, you can batch the output for all invoices created during any session using the Create Individual Invoices program.

Generate Customer Statements

To create the Monthly Statements run the customer statement process (menu# 1.3). Statements should only be created after all the other items on the Month End Checklist are done, to ensure all account information is correct, and all adjustments have been made. The statements will reflect all account activity, including posted charges or credits, recurring charges, receipts adjustments, reversals and other corrections. Statements can be generated more than one time during the month, however, they have generally been designed to be run once a month, reflecting account information since the last end-of-month update. If they are run more than once a month the transactions appearing on the statement prepared earlier in the month will also be included on the second statement run during the month. This concept makes it extremely easy to correct and resend any Customer statement you wish.

Since activity reflected on statements runs from the previous end-of-month update to the actual date the statement was run, it is best to run statements as part of the end-of-month process otherwise some transactions will not be displayed on the next statement issued! e.g. if you run statements on the 15th of each month then all transactions occuring between the 15th and the end of the month will never appear on a statement since all monthly invoices are flagged as having appeared on a statement during the end-of-month update. The statements are designed to reflect the Balance Forward from the last monthly update, along with any charges and credits processed since. The statement process does not update any data to the system, so, if necessary, they can be re-run without any problems in data integrity ocurring. As noted above, all statements will contain all transactions from the last update until the statement was run, even if those transaction appeared on a previous statement run during the month. The statement process sends the statements to the spooler, grouped by client. You can indicate if you want to use letterhead and the process will indicate to you how many sheets of which letterhead you will need, so you can prepare the paper tray in your printer.

Another option is to run the program for each client separately, with a separate hold file for each client, so you can separate the selection of letterhead, but this take a lot more time and is not really necessary. Special formats can be designed for statements, but you will need to contact your Software Tech Support for help. You may be interested to know the main program running this process is 'ARSTMT'. This program calls an external subroutine 'ARSTMT.PRINT' to actually print statements. If you have a special format needed for a client, a subroutine called 'ARSTMT.PRINT.{client#}' will have to be created with their special format needs (i.e. an item ARSTMT.PRINT.9600). These programs also use a special form format in the file ('LPTRSET') to format your statement (boxes, instructions, etc). These forms are '1.3*{printer type}' or '1.3{.client#}*{printer type}'.

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