Statement generation can be used to accommodate any number of billing needs and can be generated for any period of time (e.g. weekly, monthly, quarterly, etc.). The Customer Statement Generation interface allows a user to retrieve and view past statement runs. Further, from this self-contained window a user has all they need to perform periodic statement runs.
Use the following procedure to generate and save Customer Statements and learn more on the features within the Generate Statement screen.
Generating and Saving Customer Statements
1. In the Mover’s Suite application,
2. Select Accounting Tools > Customer Statement Generation from the main toolbar to access the Generate Statement interface,
Figure 3: Generate Statement interface
3. Select a Statement Profile from the drop-down list of previous saved runs or press the Save As button to define a new statement run,
4. Optionally enter a Description for the statement run. If using an existing Statement Profile, then this field will automatically be populated,
5. Select a Statement Title from the available list (defined within the Setting the Customer Statement Title setup),
6. Press Save to keep any changes made to the statement run,
7. Select Statement Profile Parameters as needed (described in the table below),
Figure 4: Statement Profile Parameters section
Statement Profile Parameter Definitions
|
Profile Parameter |
Description |
|
Header |
Select a Branch from the available list. The address for the Branch selected will appear below the Statement Title on each statement. |
|
Remit-To |
Select a Branch from the available list to be listed as the remittance address on each statement. The name and address associated to the selected Branch will be displayed below the Remit To: label. |
|
Customer Class |
Select one or more Customer Class records from the list of those defined in Microsoft Dynamics GP. Leave this field blank Set this field to “All” (default) to include all Customer Classes in the statement run. |
|
Customer |
Select one or more Customer records from the provided list or use the Advanced Find to locate records to be included in the statement run. Leaving this field blank will base the record selection on all Customers for the selected Customer Classes. |
|
Statement Cycle |
Select one or more Statement Cycles from the provided list to base record selection on. By default all Statement Cycles will be included in a statement run. |
|
Branch |
Select one or more Branch records to be included in the statement run. By default all Branches will be included in the run. |
|
Suppress Zero Balances |
Check this option to exclude orders with a zero balance from the statement run. |
|
Exclude Credit Balances |
Check this option to exclude orders with a credit balance from the statement run. |
|
Run By |
Select which date, either Document Date or Invoice Date, to base record selection on. Selecting the Document Date will allow the program to search by the last change or creation date of any relevant document (such credit memo, finance charge, payment, etc.) when comparing to the Summarize To and Cut Off Dates, otherwise by selecting the Invoice Date, the program will use the Invoice Date, or the Document Date if the Invoice Date does not exist for an item, for its comparison. Note: If non-invoiced items exist within the system, then Mover’s Suite recommends that the user select records based on Document Date. |
|
Show Non-Invoiced Items |
Checking this option will allow the program to include non-invoiced items along with invoiced items on a statement run. Note: This will only have an effect when using the Document Date as the Run By parameter. |
|
Exclude Unapplied Payments |
Checking this option will exclude unapplied payments in the itemized listing displayed on the statement run. |
|
Show Invoice Details |
Checking this option will list the documents that make up each invoice. |
|
Past Due Balances |
Checking this option will ONLY include orders with past due balances on the statement run. |
8. Select Statement Dates to base the run on (see descriptions below):
Figure 5: Statement Dates section
Statement Dates Definitions
|
Statement Date |
Description |
|
Statement Date |
This is the date of the statement run and appears on each statement as the value for the Date field. |
|
Summarize To |
This date is compared to either the Document Date or the Invoice Date, depending on what was selected as the Run By parameter, to determine which documents are rolled up as the balance forward date. |
|
Cut Off Date |
This date is compared to either the Document Date or the Invoice Date, depending on what was selected as the Run By parameter, to determine which documents a statement contains. If billing quarterly, select the last day of the period to signify the end of the billing cycle (e.g. March 31 for the first quarter). |
9. Enter a Message within the Statement Message section. This message can include up to 128 alphanumeric characters and appears below the itemization section of the statement,
10. Press Save or Save As to keep any changes made within the Generate Statement interface. Changes made and not saved prior to pressing the Generate button will be lost. The information about the run will be available from within the Customer Statement Reprint interface; additionally the Last Run date will appear next to the selected profile,
Figure 6: Last Run display
Note: Statement Dates are not saved to the Statement Profile.
11. Press the Generate button to create statements based on the entered data and to open the View Reports window, where all statements included in the run will be accessible to the user.
Figure 7: View Reports window
Options within the View Reports
window include Save (
icon) and Print (
icon).
Figure 8: View Reports options
Pressing the Save icon will save all selected statements into a single Portable Document File (PDF) file. This is a generally accepted format for saving historical records.
Pressing the Print icon will print all selected statements. Note: When printing a large number of reports at a time, it’s recommends that they be saved to a file first and then printed.
Prior statement runs will be available to a user within the Reprinting Customer Statements interface.
Customer Statement Settings for
Recurring Billing