AR Print Statements

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The Print Statements function allows you to print statements for your customers. Keystone can customize the format of your statements for pre-printed forms or for plain paper. They can show the Customer Id, name, address, special terms, date and invoice information— including, if desired, an aging summary breaking the open balance into periods. You can print most customer and account data on the statement—consult with GivenHansco staff to set up a form for your needs.

When you run Month/Year End Processing, Keystone marks paid invoices so that they will appear on only one more statement. This way your customers can see their credits on their statements, but paid invoices drop off the statements in later billing.

Option Tabs

Options

  • Statement Date All statements from the current run will have this date on the printed statement and in A/R records.
  • Past Due Date Invoices on or before this date are considered past Due.
  • Payment Cutoff Date Show invoices with payments up to this date. Normally the same as the statement date. You can apply a current date to show all invoices as of the end of last month but with all current payments applied to show a progress on older invoices.
  • Credit Terms These are the terms that will print on the statement if the customer does not have special terms. Choose from the terms classes that you have set up.
  • Discount Cutoff Old balance cutoff date: if a customer has any older balance due, no paid-on-time discounts will be offered to them on this statement run.
  • Discount Valid Until Payment deadline (for paid-on-time discount) to print on the statements.
  • Minimum Statement Amount Smallest balance to include in the statement run.
  • Division Subtotals Check this box to include subtotals by division on statements.
  • Plant Subtotals Check this box to include subtotals by plant on statements.
  • Job Subtotals Check this box to include subtotals by job on statements.

Setup

  • Print Balance Forward Check this box to include a previous balance line on statements. Keystone summarizes invoices from previous months into a single total.
  • Print Credit Limit Check this box to include a credit limit message on statements
  • Print Discounts Check this box to include a discount available message on statements
  • Print Payments Received This prints the total payments received for the customer. NOTE that this amount is reset by month end processing to the current month therefor make sure to print statements before running month end.
  • Print Dunning Messages Print the warning messages setup on the Dunning Message tab based on the age of the oldest invoice.
  • Print Zero Balance Customers Check this box to print statements for customers with no open balance.
  • Print Paid Invoices Check this box to include zero-balance (paid-off) invoices on statements. Paid invoices will appear on one statement, and then are flagged to drop off the next month’s statement by Month End Processing.
  • Always Print Job Subtotals
  • Group Service Charges by Date

Standard Messages

On the Standard Messages tab, set up messages to print on the statements: up to four lines of text.

Dunning Messages

On the Dunning Messages tab, set up five different messages to print on the statements. The appropriate message will print according to the age of the oldest unpaid invoice, for all customers who are set up for dunning .

Other Messages

Allow you to control the specific wording for discount, credit limit and payment received messages.

  • Discounts This text prints on statements only when the statement is eligible for paid-on-time discount. Use square brackets around the words AMOUNT and DATE to indicate the dollar amount and discount expiration date. Example: “You are entitled to a discount of [AMOUNT] if balances paid by [DATE].”
  • Credit Limit Message to print next to the customer’s credit limit and available credit. Use square brackets around the words LIMIT and AVAIL to indicate the dollar amount. Example: “You have [AVAIL] available credit.”
  • Payments Received Message to print next to the amount received from the customer in the past month. Use square brackets around the word AMOUNT to indicate the dollar amount. Example: “We have received payments of [AMOUNT] this month.”


Return Address

Return address to print on statements.


Other

  • Include Inactive Customers Check this box to include statements for customers marked inactive. Default: unchecked.