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Account Statements

What Is It?

The statements are printed as part of the accounts system. Each statement shows the opening balance, transactions for the period, closing balance and the amount outstanding. The statements are printed in account name order.

The last page of the statements is a summary page. It shows various details such as the total Balance Brought Forward, Sales, Payments, Adjustments and Closing Balance. It also shows the number of statements printed and the number of statements suppressed. (A suppressed statement is one which doesn't need to be printed because its balance isn't within the required balance range.)

At the top of each statement, the system will print the company name, address, phone, fax and tax numbers. Exactly what is printed will depend on settings you have made in the system.

Commands

Client - REQUESTREPORTACCOUNTS.EXE ACSTATEMENTS MEMCR

Server - REPORTACCOUNTS.EXE

What Are The Report Parameters?

To Date

This is the closing date for the statements. All transactions up to and including this date will be recorded.

Payment Terms

All accounts with this payment term will be printed. If left empty, all accounts will be printed.

Account

The code of a specific account to print a statement for. If left empty, all accounts for the selected payment term will be printed. If you don't know the code, press the Accounts button to do a search. You should do an Accounts Rollover, immediately after printing the statements so that the transactions will not appear on the next statement for the same account (unless of course this is what you want to happen).

Note: If you only print the statement for one account and then do a rollover, only that account will be rolled over. Other accounts with the same payment term will not be effected since they didn't have a statement printed.

Print Balances Between

By default, accounts of any balance will be printed. This option allows you to set a range of balances so that only accounts within that range will be printed. For example, if you only wanted to send statements for accounts greater than $20, you would set the range from $20 to $99999999.

Statement Message

This message will appear at the bottom of each statement. It defaults to the message recorded against the selected Payment Term. This means that you can have a different message for fortnightly and monthly accounts.

You can change the message if you required. For example, at Christmas time you may wish to change the message to include seasons greetings.  

You can record a message against a payment term by selecting Settings|Codes|Payment Terms from the menu at the top of the form.

Print Zero Balance Statements

By default this option is checked on. This means that you will get one statement printed for each account with a non-zero balance or at least one transaction during the statement period. Even if the result of the transactions means the account balance is now zero, you will still get a statement. If you find you have a lot of small accounts which are paid during the statement period, you can check this option off. This will mean that if an account has a zero balance it will not be printed, even if there were transactions during the statement period.

Summarise Old Transactions

If this option is checked on, the report will add all the outstanding transactions from before the From Date and show it as a single starting balance. If the option is checked off, the report will show all the outstanding transactions before the From Date.

Process and Send Electronic Statements

This check box is used to select whether an electronic statement for those members that have been flagged as requesting electronic statements is generated. This check box is only visible as part of the 'MEMPTS' report statements at present.

Note, there is an additional parameter which is not displayed on the form. It is specified when the task is started and is the ledger code for which the statements need to be printed (see Account Types for valid ledger codes). For example, if you wanted to add this report to the menu to print supplier rebate statements, you would specify 'ACCOUNTSTATEMENTS.EXE SUPPDR'. When you selected this option from the menu you would then be asked for the 'To Date' and 'Payment Term' parameters as specified above.

Paper Requirements

This report prints on A4 paper in Landscape mode.

Sample Report

Figure: Example Account Statement

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