Note: If fields and functionality are mentioned in this help file but not displayed on the form in the program, please see your Systems Administrator.
The Statement printing program uses the Print Statements [selection] form. By selecting various sequences, ranges, and masks, at the time of selection, you can choose from many different combinations of these to print highly specific batches of Statements.
Warning: The Statements option requires the use of a printer. You should check the available printer before selecting this option and ensure that this printer is suitable for printing Statements.
Statements can be Document-Image archived if they are so set up. This set-up needs to be done by your Autoline consultant either at installation or at a later date.
To print Statements, select the Statements option from the Main Sales Ledger menu and click the OK button.
Having selected this option, you will be presented with the Print Statements form. You may print your Statements in many different ways depending on the selections you make on this form.
What do you want to do?
Note: If fields and functionality are mentioned in this help file but not displayed on the form in the program, please see your Systems Administrator.
The printing of Statements is done by various selection combinations that can be done on this form. The available fields, buttons, and menu bar commands, to make your choices, are as follows:
| Menu | Button | Description |
|---|---|---|
| Main > Align | Click the Align toolbar button each time you want to print a dummy statement. This gives you the chance to align the stationery correctly on the printer. | |
| Main > Print |  |
Prints statements. The Statements will be printed without further prompting and via the currently selected printer. After printing, this button will change to Re-print so you can re-print statements if they did not print correctly the first time. The Statements can be reprinted indefinitely. |
| Main > Reset |  |
Re-sets the form. This toolbar button is only enabled during the selection phase of this procedure. Click to re-set any selection criteria already set and clear the form in order to start selecting again. |
| Main > Help |  |
Displays online help about this form/topic, including the text you are currently reading. |
| Main > Exit |  |
Exits the form. Clicking this button at any time ends printing of statements and returns to the Main Sales Ledger menu. |
| Options > Consolidated statements |  |
When [Print] consolidated statements? is selected or clicked, Autoline will only print consolidated statements. Otherwise, Autoline will ignore any consolidated statement accounts. |
| Options > Print copies |  |
When Print copies [of statements?] is selected or clicked, Autoline prints a file copy of statements that have been sent to Accounts via 'fax'or 'email'. Otherwise, Autoline still sends facsimile- and electronic mail statements to the appropriate accounts but does not print a file copy statement. The flag which controls how statements are sent to Customers is on the Sales Ledger header record. |
| Options > Zero balances > Include | — | If this menu bar option is selected, zero balance accounts will not be excluded. |
| Options > Zero balances > Exclude | — | If this menu bar option is selected, all zero balance accounts will be excluded. |
| Options > Zero balances > Exclude if no transactions | — | If this menu bar option is selected, zero balance accounts will only be excluded if the account has no transactions resulting in a zero balance. |
| Options > Credit balances > Include | — | If this menu bar option is selected, credit balance accounts will not be excluded. |
| Options > Credit balances > Exclude | — | If this menu bar option is selected, all credit balance accounts will be excluded. |
| Options > Credit balances > Include only credit balances | — | Select this menu bar option if you want your Statement run to be Credit Balance accounts only. |
Statement structure
Statement sequence: |
Statements can be printed in order of: Account code, Short name or Statement Analysis Code. Click the Drop-down button  to make your selection.
|
Transaction sequence: |
The transactions on the Statements can be printed in order of: Taxpoint (Document) date; Due date; Posting date, or Document number. Click the Drop-down button to make your selection.
|
Ageing date: |
The Age analysis on Statements can be calculated using Taxpoint/Document date or Due date as the basis for ageing. The number of Age analysis periods is set in the system parameters. Click the Drop-down button to make your selection.
|
Cut-off Date
Warning: Changing this date slows down statements significantly.
The date entered here will determine which transactions are printed on the statements. It is also the date that is used for the base of the ageing calculations and the date that is actually printed on the statements. The default for the field is the system date. Click on the Ellipsis button
to perform a calendar search for the date, or you can enter any date. If this default system date is not changed then the statement printed will be as at today's date.
Branch code mask:
This area of the form is conditional on the setting of a Nominal Ledger system parameter, Branch analysis. If this parameter is not set, this area of the form will not be present. Enter a branch mask. * (asterisk) represents any letter. **** is for all branches.
Clicking the ellipsis
Note: Items which have been selected for inclusion are shown in blue.
Branch code mask:
By the use of this mask field, you can restrict the transactions printed on the statements to particular areas of your business. If this field is left with ****, no restriction of transactions will be exercised. The default is All branches.
Branch code mask buttons:
OK: Accepts your changes.
Cancel: Closes the form without changes and returns to the Print Statements form.
Statement criteria:
The following, five fields allow you to select ranges of accounts for statement printing on a 'from-to' basis. By selecting first and last values for each field, Statements can be printed in highly specific batches for the given range of codes or names. Three of these fields are identical to the fields that govern sequence:
Account: Enter the lower- and upper limit for the account code. (Leave blank for All.)
Short name: Enter the lower- and upper limit for the short name. (Leave blank for All.)
Note: The first and last Short Name will form the basis of an alphabetic sequence for printing. The completeness of the printing will depend on the accuracy with which the Short Name field was initially filled. The printing process will also distinguish between the same letters in capitals and lower case, printing all names in capitals first and following with all lower-case names.
Analysis code: Enter the lower- and upper limit for the statement analysis code. (Leave blank for All.)
Tip: The exact meaning to be given to the [Statement] Analysis code field is entirely up to the user. You may use it to provide any kind of printing breakdown in your Statements.
Area code: Enter the lower- and upper limit for the area code. (Leave blank for All.)
NL account code:
Enter the lower- and upper limit for the NL control account. (Leave blank for All.)
Credit: |
Enter business terms code. The default credit terms for statement printing are defined in the Sales Ledger system parameter, Statement terms. Leaving this to the default option will use a uniform method of ageing on every statement included in the run, regardless of the terms on the individual account. Leaving the code blank will cause the system to use the individual terms code from each account as it is printed. If the accounts use varied terms, this point will need consideration. Click the Drop-down button to make your selection.
|
Currency: |
If you are running a multi-currency Sales Ledger, you may wish to print Statements for accounts running in a particular currency. From this field, you can select the specific currency required. The default currency is your Autoline base currency. If this field is left blank, no specific currency will be selected. Click the Drop-down button to make your selection.
|
Category codes: |
Select the appropriate category. Click the Ellipsis button to make your selection.
|
[Statement Messages]:
By combining these message fields with the various selection criteria, you can tailor your messages to any batch of Statements.
You may enter two messages at the time of selection for printing. The message fields may contain up to fifty characters. The messages will print on the Statements according to the state of the account:
Standard message: Is printed on all Statements except those with overdue amounts.
Overdue message: Is printed on all Statements with overdue amounts.
Fax/Email options:
Warning: Creating and sending facsimiles ('faxes') of multiple statements and sending multiple statements by electronic mail (email) can have a significant impact on system resources.
If the fax/email is enabled in the Sales Ledger account header record, Autoline sends statement 'faxes' and 'emails' to the appropriate accounts. If Print copies is selected or clicked, Autoline also prints copies of the fax/email statements.
Subject: Type the subject to be displayed on 'faxes' and emails.
Fax-time option buttons:
Send immediately: If selected, sends statements by 'fax' immediately.
Send after: If selected, sends statements by 'fax' after a set time.
[H:M] Time in hours and minutes after which to send statements by 'fax'.
Note: The system can be pre-set to ensure that paid Documents are not cleared from current records until a Statement has been printed including each transaction at least once. This setting is in Archive parameters on the General tab. (It is the checkbox, Check statement flag in clear paid docs.)
After you have set all your selection criteria, you are now ready to print Statements. If you are printing onto pre-printed stationery, you will want to print some dummy alignment documents. This gives you the chance to align the stationery correctly on the printer. Click the Align button each time you want to print a dummy statement.
Tip: It is good procedure to use this option before each Statement print-out, as waste of time and stationery can result from the printer's being set wrongly, or from the forms' being incorrectly aligned.
Click the Print button to print the Statements. The Statements will be printed without further prompting and via the currently selected printer. After printing, this button will change to Re-print so you can re-print statements if they did not print correctly the first time. The Statements can be re-printed indefinitely.
When clicking the Re-print button, Autoline will open the Re-printing Statements form upon which you will be requested to inform where the re-print should start from. If the first part of the print run has been produced satisfactorily, determine at which Account Code it went wrong then specify this account as the first one to re-print.
Click the Process button to continue the Re-print or click the Abort button to stop Re-printing.
Click the Help button to access the online help for this topic, including the text you are currently reading.
