How to Print Customer Statements in Accounts Receivable for Sage 300

Before You Start

  • Update account information by entering, importing, and posting batches.
  • If you have not finished printing the previous statement run, you must do so before printing a new set of statements.
  • Make sure the Print Statements option is selected in the customer or national account record for which you want to print statements.
  • Verify the print destination and, if necessary, turn on and connect the printer

To print customer statements:

  1. Open Accounts Receivable > A/R Customer Reports > Statements/Letters/Labels.
  2. Select the Statement option.
  3. To select a statement format, click the Browse button to the right of the Use statement field, and then select a form.
    Tip: You can print optional fields on customer statements. For an example of how to print customer optional fields on statements, see the sample statement ARSTMT10.RPT.
  4. Select a delivery method.
    • Print Destination. Send statements to the default print destination you selected for the company.
    • Customer. Send statements via the method specified in customer records.

    If you select Customer, also select the codes for the e-mail messages you want to send with statements that are e-mailed.

  5. If you use national accounts and you want to print statements for the national accounts, instead of for the individual customers assigned to each account, select the National Account Statements option.
    Individual customer statements are not printed for members of national accounts for this statement run, or future statement runs, if you select this option.
  6. Specify the run date and cutoff date, or accept the default dates.
    • Run Date. This is the date that appears on the statements. The program also uses this date to assign transactions or balances to aging periods. For example, if you choose to age documents by their due dates (for the Age By option), the program assigns each transaction to an aging period by calculating the number of days between its due date and the run date.
    • Cutoff Date. The report normally includes only transactions or balances that have a document date before or on the cutoff date you specify. (Occasionally, a document posted after the cutoff date may appear for some open item statement types. For example, if you apply a posted credit note before the cutoff date to an invoice posted after the cutoff date, the invoice may appear on the statement with a negative amount.)
  7. Specify whether to age transactions by due date or document date.
  8. On the Select tab, specify selection and sorting criteria.
    • If you do not specify selection criteria, the report includes all customer records or national accounts with the account type you select.
    • If you do not specify sorting criteria, the report orders the records by national account number (if you print national account statements), by customer number, then by document number and document date.
  9. On the Criteria tab, specify additional criteria to use when printing the statements.
    • To include or exclude accounts by their balances, select the Select Customers Based On Balance Type option. You can list accounts with debit balances, credit balances, or zero balances.
    • Specify whether to sort documents by document number or document date.
    • If you selected All Customers or Open Item as the account type, select the format to use for the statements from the Open Item Statement Type list.
      • Version 5.1, 5.2, and 5.3 Format. Select this option if you want to continue printing customer statements in a familiar format. You can then select the following additional options:
        • Include Paid Transactions For Open Item Accounts. Select this option to include transactions that have been paid, but have not yet been cleared.
          This option applies to open item-type customers and national accounts, and to current period (that is, for the period after statements were last printed) transactions for balance forward-type accounts.
        • Include Applied Details For Open Item Accounts. Select this option to include all the documents—such as receipts, prepayments, unapplied cash, and credit notes—that were applied to each reported invoice for open item accounts. If you do not select this option, the statement shows only the balance owing for each invoice and the unapplied balance for each credit note.
          The statement will not include fully applied receipts, unapplied cash, and prepayments if the invoices to which they were applied were paid in full in the current period.
      • Balance Forward. Accounts Receivable prints a statement that is similar to statements used for balance forward customers. However, while the balance forward is printed, the last balance forward date is not printed.
      • Transaction Current Outstanding Balances. Accounts Receivable prints a list of all transactions that have a current outstanding balance. Fully paid transactions are not included.
      • Transaction Opening Balances Showing Applied Details. Accounts Receivable prints a list of:
        • New transactions that have never been included on a statement.
        • Older transactions that remained unpaid on the last statement, or that have had activity since the last statement printing.
        • The details of any transactions that have been applied to transactions. Note that applied details that were printed on earlier statements are not included.
      • Transaction Opening Balances and New Transactions. Accounts Receivable prints a list of all transactions that:
        • Remained outstanding balance on the last statement.
        • Are new, and have not been previously printed.
    • To select customers with balances, select the Select Customers With Balances option, and then specify the minimum number of days that customer balances must be outstanding to be included in the statement run.
    • Accept the default aging periods (from the Statement tab of the A/R Options screen) or change them if necessary.
    • In the Dunning Messages field, select the code that identifies the set of dunning messages to print on the statements. If you do not select a code, Accounts Receivable prints the default dunning message entered on the Statement tab of the A/R Options screen for each customer or national account.
      Accounts Receivable prints the dunning message for the oldest aging period in which there are outstanding transactions.
  10. Click Print.
    • If you are printing to a physical printer, the Print window appears. Confirm your printer selection and the number of copies to print, and then click OK. Otherwise, click Cancel or Setup.
    • If you are printing to the screen (preview), the report appears in a new window. You can print the report or export it to a file.
      Note: For Web-based clients, the preview screen appears first when you click the Print button.
    • If you are printing to a file, the Export window appears. Specify the file format (for example, PDF, DOC, or XLS). Also, specify a destination for the file:
      • Application. View the report in an application that can open files of the specified format (for example, if you specify PDF as the file format, the report opens in Adobe Acrobat). You can then save the file.
      • Disk file. Save the report to a location you specify.
      • Microsoft Mail. Send the report as an e-mail attachment.

      You can enter the name of a non-existent file or directory to be created by the system when you print. When you print to a file, the report is assigned a unique name, for example, CS1000.TXT.

    • If you are printing to e-mail, an e-mail message appears with the report attached.

After printing customer statements

  • Print labels for the letters that you are posting.