Statements

This topic explains the process of selecting and printing Statements.

The Statement printing routine is built around the Print Statements selection form so by selecting various sequences, ranges and masks at the time of selection you can choose from many different combinations of these in order to print highly specific batches of Statements.

Statements for consolidated statement accounts are run separately by having a different selection parameter set.

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 set-up to do so. 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.

The Print Sales Ledger Statements form

The printing of Statements is done by various selection combinations that can be done on this form. The available fields to make your choices are broken into several groups as follows:

Statement structure

Statement sequence:	Statements can be printed in Account code, Short name or Statement Analysis Code order. Click the Drop down button to make your selection.
Transaction sequence:	The transactions on the Statements can be printed in Taxpoint date, Due date, Posting date or Document number order. 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.
Print consolidated statements?	This is a check box. When set to a tick Autoline will only print consolidated statements. When this check box is left blank Autoline will ignore any consolidated statement accounts.
Print copy of faxed and emailed statements?	This is a check box. When set to a tick Autoline will print a file copy of statements that have been sent to Accounts that are flagged in this manner. If this box is not checked then Autoline will still fax and email statements to the appropriate accounts but it will not print a file copy statement. The flag that controls how statements are sent to Customers is held on the Sales Ledger header record.

Cut-off Date

The date entered here will determine which transactions print on the statements. It is also the date that is used for the base of the ageing calculations and the date that actually prints 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 todays date.

Branch code mask

This area of the form is conditioned by a Nominal Ledger system parameter 'Branch analysis'. If this parameter is not set then this area of the form will not be present.

Statement criteria

Five fields allow you to select ranges of accounts for statement printing on a 'from-to' basis. They are:

• Account

• Short name

• Analysis code

• Area code

• NL account code

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. As you see, three of these fields are identical with the fields that govern sequence.

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 upper and lower case, printing all upper case names first and following with all lower case names.

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.

Credit:	The default credit terms for statement printing are defined in the Sales Ledger system parameters '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 then 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 then 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.
Exclude if account has zero balance:	There are three options here controlled by radio buttons as follows. Yes - All zero balance accounts will be excluded. No - Zero balance accounts will not be excluded. Only if no transactions - Zero balance accounts will only be excluded if the account has no transactions resulting in a zero balance.
Exclude if account has credit balance:	There are three options here controlled by radio buttons as follows. Yes - All credit balance accounts will be excluded. No - Credit balance accounts will not be excluded. Include only credit balances - Click this radio button it you want your Statement run to be Credit Balance accounts only.

Statement Messages

Standard message: and Overdue message:

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.

The standard message, will print on all Statements except those with overdue amounts. The overdue message will print on all Statements with overdue amounts.

Once again, by combining these message fields with the various selection fields detailed above, you can tailor your messages to any batch of Statements you can define, for example, particular groups of accounts, specific regions, or currency groups.

Printing the Statements

Once 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 in order to give you chance the 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 being set wrongly, or from the forms being incorrectly aligned.

Click the Print button to print the Statements. The Statements will print without further prompting and will print using the currently selected printer. Once printed this button will change to Re-print in order that you can re-print statements if for any reason they did not print correctly the first time. The Statements can be reprinted 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 reprint should start from. If the first part of the print run has been produced satisfactorily, then determine at which Account Code it went wrong and specify this account as the first one to reprint.

Click the Process button to continue the Reprint or click the Abort button to stop Reprinting.

Click the Help button to access the online help for this topic.

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.

On the Print Statements form there are three other buttons that appear and should be used for the following purpose.