Collection Statement Print

Menu Path: Credit and Collections $Images\bluerarw.gif$ Collection Processing $Images\bluerarw.gif$ Collection Statement Print

Purpose

Print customer statements.

Overview

Use Collection Statement Print to print collection statements to send to customers. This typically is done at the end of a month as a payment reminder to certain customers. You can filter to print collection statements by statement group, collection team, collection group, collection division, customer, and/or transaction type.

For information on setting up business rules associated with printing collection statements, see Collection Statement Group Maintenance.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Collection Statement Print window.
Print	Click this button to display, output, email, or print collection statements.

Select Tab Fields and Buttons

Field or Button	Description
Statement Type	Select one of the following collection statement types: Balance Forward - This statement type starts with a previous balance forward, lists all of the transactions and payments within a date range, and displays the current balance. Open Item - This statement type displays any transaction that still has an open balance as of the statement date.
Statement Frequency	Select one of the following frequencies for balance forward collection statements: Monthly - Customers receive statements every calendar month-end. Weekly - Customers receive statements based on one or more weekly cycles (for example, every two weeks). This field is only available if you select Balance Forward for the Statement Type field.
All Statement Groups	Select this check box to output collection statements for all statement groups. This check box is selected by default.
Code (Statement Group)	Enter a statement group code for which to output collection statements, or click the Lookup button to select a statement group code. This field is only enabled if you clear the All Statement Groups check box.
Name (Statement Group)	Enter a statement group name for which to output collection statements, or click the Lookup button to select a statement group name. This field is only enabled if you clear the All Statement Groups check box.
All Collection Teams	Select this check box to output collection statements for all collection teams. This check box is selected by default.
Name (Collection Team)	Enter a collection team name for which to output collection statements, or click the Lookup button to select a collection team name. This field is only enabled if you clear the All Collection Teams check box.
All Collection Groups	Select this check box to output collection statements for all collection groups. This check box is selected by default.
Code (Collection Group)	Enter a collection group code for which to output collection statements, or click the Lookup button to select a collection group code. This field is only enabled if you clear the All Collection Groups check box.
Name (Collection Group)	Enter a collection group name for which to output collection statements, or click the Lookup button to select a collection group name. This field is only enabled if you clear the All Collection Groups check box.
All Collection Divisions	Select this check box to output collection statements for all collection divisions. This check box is selected by default.
Code (Collection Division)	Enter a collection division code for which to output collection statements, or click the Lookup button to select a collection division code. This field is only enabled if you clear the All Collection Divisions check box.
Name (Collection Division)	Enter a collection division name for which to output collection statements, or click the Lookup button to select a collection division name. This field is only enabled if you clear the All Collection Divisions check box.
All Customers	Select this check box to output collection statements for all customers. This check box is selected by default.
Code (Customer)	Enter a customer code for which to output collection statements, or click the Lookup button to select a customer code. This field is only enabled if you clear the All Customers check box.
Name (Customer)	Enter a customer name for which to output collection statements, or click the Lookup button to select a customer name. This field is only enabled if you clear the All Customers check box.
Report Currency	Click the Lookup button to select the currency for all amounts on collection statements. This field defaults to the default general ledger currency.
Customer Type	Select whether to output collection statements for billing or paying customers.
Statement Date	Select one of the following options: Current - Evaluate all currently open transactions for statement printing. Prior - Allows you to select a prior date on which to evaluate open transactions for statement printing. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field. Note Collection statements output much faster if you select the Current option, because for the Prior option, the software must search through and reconstruct transaction detail.
Suppress Zero Balance/Activity	Select this check box to suppress the collection statement if the balance is less than or equal to zero and there is no activity.
All INs	Select this check box if you do not want to limit invoice transactions being evaluated to a specific range of dates. This check box is selected by default.
From (IN)	Enter the first date in a range of dates for which to limit invoice transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All INs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (IN)	Enter the last date in a range of dates for which to limit invoice transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All INs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All DMs	Select this check box if you do not want to limit debit memo transactions being evaluated to a specific range of dates. This check box is selected by default.
From (DM)	Enter the first date in a range of dates for which to limit debit memo transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All DMs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (DM)	Enter the last date in a range of dates for which to limit debit memo transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All DMs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All CMs	Select this check box if you do not want to limit credit memo transactions being evaluated to a specific range of dates. This check box is selected by default.
From (CM)	Enter the first date in a range of dates for which to limit credit memo transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All CMs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (CM)	Enter the last date in a range of dates for which to limit credit memo transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All CMs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All CBs	Select this check box if you do not want to limit chargeback transactions being evaluated to a specific range of dates. This check box is selected by default.
From (CB)	Enter the first date in a range of dates for which to limit chargeback transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All CBs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (CB)	Enter the last date in a range of dates for which to limit chargeback transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All CBs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All OAs	Select this check box if you do not want to limit on account transactions being evaluated to a specific range of dates. This check box is selected by default.
From (OA)	Enter the first date in a range of dates for which to limit on account transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All OAs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (OA)	Enter the last date in a range of dates for which to limit on account transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All OAs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All FCs	Select this check box if you do not want to limit finance charge transactions being evaluated to a specific range of dates. This check box is selected by default.
From (FC)	Enter the first date in a range of dates for which to limit finance charge transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All FCs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (FC)	Enter the last date in a range of dates for which to limit finance charge transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All FCs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All UPs	Select this check box if you do not want to limit unapplied payment transactions being evaluated to a specific range of dates. This check box is selected by default.
From (UP)	Enter the first date in a range of dates for which to limit unapplied payment transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All UPs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (UP)	Enter the last date in a range of dates for which to limit unapplied payment transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All UPs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All PPs	Select this check box if you do not want to limit prepayment transactions being evaluated to a specific range of dates. This check box is selected by default.
From (PP)	Enter the first date in a range of dates for which to limit prepayment transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All UPs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (PP)	Enter the last date in a range of dates for which to limit prepayment transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All UPs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All NSs	Select this check box if you do not want to limit non-sufficient funds transactions being evaluated to a specific range of dates. This check box is selected by default.
From (NS)	Enter the first date in a range of dates for which to limit non-sufficient funds transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All NSs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (NS)	Enter the last date in a range of dates for which to limit non-sufficient funds transactions being evaluated, or click the drop-down arrow to select the date. This field is only enabled if you clear the All NSs check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
Statement Option	Select this check box if you want to override the statement option for the collection statement rules, and then click the Lookup button to select one of the following statement options: Always -Print a statement for customers regardless of the balance or past due condition. Never - Do not print a statement. Customers are excluded from statement printing. Non-Credit Balance - Only print a statement if the customer’s Adjusted Accounts Receivable balance is greater than or equal to the amount entered in the Minimum Balance field. Past Due Balance - Only print a statement if there are past due accounts receivable transactions and the Adjusted Accounts Receivable balance is greater than or equal to the amount entered in the Minimum Balance field.
Minimum Balance	Select this check box if you want to override the minimum balance for the collection statement rules, and then enter the minimum balance.
Balance Forward # of Weeks	Select this check box if you want to override the balance forward number of weeks for the collection statement rules, and then enter the balance forward number of weeks.
Aging Basis	Select this check box if you want to override the aging basis for the collection statement rules, and then click the Lookup button to select one of the following aging basis options. Due Date - Use the due date to calculate the aging periods. Reference Date - Use the reference date to calculate the aging periods.
Sorting	Select this check box if you want to override the sorting method for the collection statement rules, and then click the Lookup button to select the sorting method.
Exclude Credit Memos - Days Prior	Select this check box if you want to override the number of days prior for which to exclude credit memos for the collection statement rules, and then enter the number of days prior.
Offset Unapplied Payments	Select this check box if you want to override the offset unapplied payments setting for the collection statement rules.
Offset Credit Memos	Select this check box if you want to override the offset credit memos setting for the collection statement rules.
Offset On Accounts	Select this check box if you want to override the offset on accounts setting for the collection statement rules.
Include Chargebacks	Select this check box if you want to override the include chargebacks setting for the collection statement rules.
Include Disputed Invoices	Select this check box if you want to override the include disputed invoices setting for the collection statement rules.
Include C.O.D. Invoices	Select this check box if you want to override the include COD invoices setting for the collection statement rules.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the collection statements. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the collection statements attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the collection statements may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file. Contact - Output to all customer contacts selected to receive collection statements. For more information, see Contact Document Selection. If you select this option, when you click the Print button in the ribbon, Output Option Selection appears, and allows you to select an output option for customers without contacts.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the collection statements to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the collection statements. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the collection statements to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the collection statements. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output collection statements. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output collection statements, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter an output file name for the collection statements, or click the Lookup button to navigate to and select a location and file name. This field is only enabled if you select the File radio button.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed collection statements. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button, and only enabled if you select the Run Now radio button.
Subject	Enter a subject for the collection statements email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the collection statement title.
Report File Prefix	Enter a prefix for the collection statements file name. This field is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the collection statements on all pages of the collection statements. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the collection statements title, page number, and printed date/time on all pages of the collection statements. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the collection statements to make it easier to read the data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the collection statements. This Lookup button is only enabled if you select the Horizontal Shading radio button.
Number of Copies	Enter the number of copies of the collection statements to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the collection statements are generated by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the collection statements, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.