Customer Statements

The Print Statements form provides users with the ability to print Customer Statements. The pre-filter provides the ability to print for all customers, a select group, or an individual customer. Statements can be printed, emailed, or faxed, or no statement can be sent at all; the default for this action is dictated by the "Print Statement To" field set on the General tab of the Bill-to Company record. When printing statements to a printer, all Bill-to Companies with the "Print Statement To" set to "Email" will be emailed instead of printed. Once pre-filters are set and the "View" button is clicked, a mover form will display listing all Bill-to Companies that have current or past due balances. Selecting the desired companies and clicking "Continue" will display the Print To form, which allows the user to select the print destination.

When printing customer statements to PDF or email, the Bill-to Company name and date the statement was printed are automatically added to the report file name. The format is Report Name (dmprt.pt_name) - Bill-To name (bi_name) - Date (01012018) - Example - Billing Statement 1 - ABC Supply - 01012018.pdf . This makes the organization and naming of customer statements easier.

Fields and Totals Calculations

Some notable fields available to customer statements are:

  • duedate: Calculated field that exposes the sales order due date. This field is calculated the same way the due date is by taking the invoiced date plus the terms on the order.
  • discount: The discountable amount for a sales order line or the discounted amount for a payment line.
  • c3_name: The payment type which is now included on all payment lines.
  • All fields from the dmbill(Bill-to Company record) table are available to the Statement Detail report.
  • I_balanceforward, which is defined as the balance as of the day before the period specified on the pre-filter. This field is available when running a Report Type of "Period Statement" and a Detail Level of "Sales Order Detail." The system report used in this case is billstate3.

The way the totals are calculated in the periods statement report are as follows:

  1. Total all non-paid orders for the selected bill-to customer and make the values available as memory variables (l_totdue, l_030, l_3160, l_6190, l_91, l_future).
  2. Grab all the orders created during the period.
  3. Grab all the payments made during the period.
  4. Merge the payments and the invoices into a single list on the period report.

To get the previous periods balance due: l_totdue - sum (period payments) + sum (period orders).

Notes:

Beginning in version 17.02, and when printing to PDF, the system will select the PDF printer based on the below list, ordered by priority, with #1 being the top priority. Note that the names need to match exactly as indicated below as the application will look for the printer by name.

  • Microsoft Print to PDF
  • Deacom PDF Convertor 4
  • Deacom PDF Converter
  • Acrobat PDFWriter
  • Adobe PDF

System Navigation

  • Print Outs > Customer Statements

Print Statements pre-filter

Field/Flag

Description

Report Type

Pick list used to select the kind of report. Options are:

  • Open Orders - Prints all open orders and summary information.
  • Period Statement - Prints balance forward, activity in current period as of the date specified in the "Date" field on the pre-filter, and summary information. For example, if 06/14/2020 is specified in the "Date" field on the pre-filter, the starting balance as of 05/31/2020 will be printed and any activity from 06/01/2020 up to and including 06/14/2020.

Detail Level

Pick list used to select the level of detail that will be printed on the statement. Options are:

  • Invoices - The Sales Order invoice for each order, based on the pre-filter selections, will be printed after the report has printed.
  • None
  • Sales Order Detail - The Sales Order Detail report will be printed after the report has been printed. The Statement Detail report contains order detail information such as the Customer, quantity, price, and extension information.

Payment Type

Pick list used to filter statements to print based on the Payment Type. Options are:

  • All
  • Cash
  • Credit

Start Date

Defines the "as of" starting date that the balance forward and sales order or payment information will be calculated for generated statements.

  • If a start date is not populated, the system will set and calculate the start date as the first day of the period of the End Date.
  • Added in version 16.02.042.

End Date

Defines the ending date that will be used for generated statements.

Bill-to Company

If specified, only statements for the selected Bill-to Company will be printed.

Ship-to Company

If specified, only statements for the selected Ship-to Company will be printed.

Billing Group

If specified, only statements for companies belonging to the selected Billing Group will be printed.

Terms

If specified, only statements for orders that contain the selected Terms will be printed.

Facility

If specified, only orders containing the selected Facility will be included in the statement.

Facility Group

If specified, only orders containing a Facility within the selected Facility Group will be included in the statement.

Sales User 1-5

If specified, only orders containing the Sales User 1-5 selections made will be included in the statement.

Balance

Pick list used to select the type of customer statement balance that will be included when printing. Options are:

  • All - Prints statements for all customers with activity within the period, as well as customers with a balance greater or less than zero.
  • Minimum - Used in conjunction with the "Minimum Balance" field to display only statements that have a minimum balance equal to or greater than the quantity specified.
  • Non-Zero - Prints all statements except those with a balance of zero. This selection will also print statements containing negative balances. Useful in situations when companies need to print situations when companies need to print statements for customers with credit balances without printing 0.00 statements.

Minimum Balance

Only available when "Balance" is set to "Minimum". Specifies the minimum value a statement balance may be to include when printing.

Sort 1-3

Pick lists used to specify the order in which results will be displayed. Users have the ability to select three tiers of sorting. Options for each of the three pick lists are:

  • Invoice Date
  • Order Number
  • Sales User 1-5
  • Ship-to Company

Email Type

Pick list used to determine how statements will be emailed. Options are:

  • Automatic - Customer Statements will be emailed to the email address stored on the Bill-to Company, provided the "Print Statements" field on the Bill-to is set to "Email".
  • Manual - An Outlook email containing the statement attachment will generate and default to the email address listed on the Bill-to Company.
  • Follow Bill-To - The system will evaluate the "Email Type" field on the General tab of each Bill-To record in the list to determine if invoices should be emailed manually or automatically, depending on the setting set on the Bill-To record.

Beginning in version 17.01.010, the "Invoice Email" and "Statement Email" fields on the Edit Bill-To form can be to define specific email addresses when printing either Invoices or Customer Statements respectively to email. If either of these fields is not populated, then the system will fall back to using the email address in this field. This support cases where one user receives Invoices and another receives Customer Statements

Detail Only

If checked, the system will only print the detail report specified in the "Detail Level" field on the pre-filter. Options are Invoices or Sales Order Detail.

  • If None is selected in the "Detail Level" field and this box is checked, the system will automatically change the detail level to Sales Order Detail.

Include Payments in Sales Order Detail

When this box is checked, in addition to displaying the sales orders that are outstanding, the system will display any payments that were made from the beginning of the period in the detail band, up until the date specified on the pre-filter.

  • Only available when Report Type is set to "Period Statement" and Detail Level is set to "Sales Order Detail."
  • When this flag is checked, voided payments will be included on the Sales Order Detail statement. Payments will show a negative value when a positive payment is voided and a positive value when a negative payment is voided.

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