Print Statements

Print Statements allows you to easily print or send statements to your customers. Please note: To send statements in mass, you must be licensed to use the Mass Fax/Email Module. For more information or to become licensed, please contact our Sales team.
 

Topics in this article include:

• Here's how to get there

• Print Statement definitions

• Sending statements to several recipients

Here's how to get there

• Expert: Program Menu > Accounts Receivable > Print Statements
  
  
• Elite: Left Menu > Accounting > Account Statements
  
  

Print Statement definitions

Use the options available within Print Statements to help generate your statements. Each option allows you to add components to customize your statement. When you are ready, select Generate. 

Important:

• You can now print statements for customers with numbers and special characters in the customer name.
  
  
• Statements are not generated during the End of Day or End of Month process.
  
  
• You must manually generate statements. You do not have to generate each individual statement one at a time. Once you press Generate, statements will print based on the selection options you have chosen.  
  

Note: A note will be added to the Customer Edits screen when emailing or faxing a statement to a customer.

Selection:

• Customers to report - “ALL” means print statements for all customers who have had any activity or have a balance due. Other options include selecting an individual customer or selecting by customer type.
  
  
• Individual - Select one customer to print a statement. You can select the customer by key, number, driver's license number, or name.
  
  
• Customer type - With this selection, you can choose which customer type you would like to process. Only customers of that type will be reported on. Some customer types include: homeowner, government, employee, and school.
  
  
• Customer name from - By default, all customers will be printed from A to Z. If, for some reason, you only wanted to print customers from A to M, you would change the ending letter to M. Also, a batch that starts with the letter "A" will also include numbers, and batches that end in "Z" will include special characters such as !$%#.
  
  
• Payment type to report - There are three different selections: Account, Cash, or Account & Cash. If Account is selected, only contracts that have account status will print on the statement. If Cash is selected, only contracts that are NOT account will print on the statement. If Account and Cash are selected, all contracts, regardless of the payment method, will print on the statement.
  
  
• Contract status to report - There are three different selections: Open, Open & Closed, and Open & Closed & Reservation. Only those contracts that are of the selected status will be printed on the statement.
  
  
• Only Include contracts through - Checking this box means that only contracts through the entered date will be included in the statement. With this option unchecked, all contracts will be displayed regardless of the date of the contract. This would not normally be used unless you were running statements on the 3rd of the month and you only wanted the contracts through the end of the previous month. Any contracts that have been paid between the through date and the current date will still show paid on the statement.

Note: If statements are run without using "Only Include contracts through" then invoices will not run at end of the day if they have the mass fax/ email module. Running statements will flag those closed invoices for the day as billed.

Format:

• Print rent, sell, and damage waiver detail - Checking this box means that the contract’s rent, sale, and damage waiver amounts will be printed on the statement. With this option unchecked, only the total amount of the contract will be listed.
  
  
• Print line item details - Checking this box means that every line item on the contract will be printed on the statement. With this option unchecked, no line item details will be printed.
  
  
• Print line item price - Checking this box means that the price for each line item will be printed. This option is only available if “Print line item details” is checked.
  
  
• Print signature - Checking this box means that the customer’s signature will print on the statement for each contract. If there are multiple signatures on the contract, it will print the most recently taken one. This option will only work if you have a signature capture pad and the customer signed on the contract.
  
  
• Print detailed invoices - Checking this box means that detailed invoices will print along with the statement. With this option unchecked, invoices will not print.
  
  
  • Unbilled Only - If this is checked, only invoices that have not been marked as "billed" will be sent with the statement. "Print detailed invoices" must be checked for this option to be available.
    
    
• Billed Date - If this option is checked, it will mark the contracts that they have been "billed" (the customer has been sent an invoice). Normally, this would be unchecked, unless the statement is the invoice.
  
  
• Print payments - Checking this box means that all the payments for this customer will be printed on the statement. With this option unchecked, payment details will not be included.
  
  
• Format - This option allows you to choose what default format you want to have set for your statements.
  
  
• Heading - This option allows you to choose what format you want for the heading of the statement. The options include printing a logo, printing a large logo, and no heading for letterhead paper.
  
  
• Grouping - This option allows you to choose the grouping that determines statement formatting and how they will print (Name, Aging Date, Contract Status, Job Site, etc).

Options:

• Print zero balance statements - With this option checked, statements will include customers who have a zero balance. The statement will show a zero balance. With it unchecked, statements will generate only for customers who have an outstanding balance.
  
  
• Print Credit balance statements - With this box checked statements will generate for customers who have an ending credit balance. With it unchecked, statements will not be generated for customers with an ending credit balance.
  
  
• Report All Stores - This option is for multi-store locations only. With this option selected, you can choose which contracts will show on the statement by store number. If this is set to All Stores then all contracts will be selected despite store location.
  
  
• Grouping -  This option allows you to print statements by groups (Job ID, Job Site, Contract Status, Contract Info, Aging Date).
  
  
• Update Billed Date -  With this option checked, it will update the billed date on the Invoice\Statement. 

Note: If you are using the Mass Fax Email Module, then this box should be unchecked. Otherwise, it will flag the contract as billed and not send the statement.

Printers:

• Printer Selection - This option allows you to select the printer for the statements. The report printer will be the default.
  
  
• Allow emailing statements - With this option checked, statements will be emailed to customers who have email set as the "Statement Sent By" method, per the customer record. If unchecked, all statements will be printed rather than emailed.
  
  Note: This is an optional module that must be purchased. If the Mass Fax/Email module has not been purchased, this option will be greyed out.
    
• Allow faxing statements - With this option checked, statements will be faxed to customers who have fax set as the "Statement Sent By" method, per the customer record. If unchecked, all statements will be printed.
  
  Note: This is an optional module that must be purchased. If the Mass Fax/Email module has not been purchased, this option will be greyed out.

Sending statements to several recipients

Statements can be sent via email to several recipients when generated. Each recipient has to be created as a contact within the customer record with a variation of "Accounts Payable" in the contact "Department" field. 

Note: To send statements in mass, you must be licensed for Mass Fax/Email Module. For more information or to become licensed, please contact our Sales team.

Here are some examples of what you can enter in the department field:
  

• "ACCOUNTS PAYABLE"
  
  
• "A/P"
  
  
• “BILLING"
  

Here's how to get there:

• Expert: Program Menu > File Maintenance > Customer File > Contacts tab
  
  
• Elite: Gear icon > File Maintenance (under Core Options) > Customer File > Contacts tab 
   
  *The image above displays the department field within a contact from File Maintenance > Customer File.

Related articles

Mass/Fax/Email
Statement Finance Charges
Statement Messages