You use this program to define the page layout for printing your customer statements.
Multiple statement formats can be defined, enabling you to customize your statements to meet your various customers' needs.
A statement format must be defined before you can use the Statement Print program.
- Toolbar and menu
- AR Statement Format
- General
- Messages
- Preferences
- Heading Section
- Month-to-date Information section
- Invoice Detail section
- Transaction Detail section
- Remittance Advice Detail section
- Payment Detail section
- Post Dated Check Detail section
- Total Section
- Finance Charge/credit Status section
- MS Word Options
- Examples
| Field | Description |
|---|---|
| Add | Select this to add a new format. |
| Change | Select this to maintain the entry currently highlighted in the listview. |
| Delete | Select this to delete the entry currently highlighted in the listview. |
The statement formats currently defined are displayed in this listview.
| Column | Description |
|---|---|
| Format | This displays the format code for the statement format. |
| Description | This displays the description of the statement format. |
| Print method | This displays the print method for the statement format. (e.g. Standard document, Word document or SYSPRO reporting services document). |
This screen is displayed when you select the Add or Change option from the Edit menu.
| Field | Description | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Format |
Allocate a format code to the statement. You use the field to the left of the statement key to enter a description for the statement format.
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| Print method | Select the method by which you want to print statements
for the selected format.
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| Format options |
Indicate which section of the document you want to maintain. You select one of the options and then use the Change function to define the preferences and page layouts for your document.
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| Month-to-date Messages | Specify print positions for month-to-date informational
messages you want to print on your statements. See Messages. |
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| Invoice Messages | Specify print positions for invoice detail messages you
want to print on your statements. See Messages. |
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| Transaction Messages | Specify print positions for transaction detail messages
you want to print on your statements. See Messages. |
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| Remittance Message | Enter the position at which you want to print a 15
character balance forward message on your statements. See Messages. |
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| Change | Indicate and maintain the preferences and print positions for the various sections of your document. | ||||||||
| Copy Format |
Select this to copy an A/R statement format from another company to your current company or to copy statement formats within the current company. This function is only enabled when you add a new format. |
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| Save | Select this to save the information you entered. | ||||||||
| Alignment |
Select this to print a document using test characters to verify that the print positions and fields you defined are correctly aligned on your stationery. It is advisable to print the alignment to the printer on which you will be printing your documents. |
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| Select this to print the stationery format information
you defined and saved. It is advisable to keep this report for disaster recovery purposes. |
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| Close | Select this to exit the program without saving any information you entered. | ||||||||
The Copy Format function enables you to copy an A/R statement format from another company to your current company or to copy statement formats within the current company.
This is useful if you want to define multiple formats for your statements, with minor differences in each. Instead of having to re-define the entire document, you can copy the original document to another format and then apply the required changes to the copied format.
Statement formats can also be copied between companies (i.e. from one company to another).
| Field | Description |
|---|---|
| Current company id |
This indicates the company in which you are currently working. This is the company into which the statement format will be copied. |
| Copy from company id |
Indicate a valid company from which you want to copy an A/R statement format. Select the current company if you want to create a new statement format from an existing statement format in the current company. |
| Copy from format | Select the statement format you want to copy into the current format. |
| OK |
Select this to copy the A/R statement format you selected into the current format. If you are copying an SRS report to the new format, you are prompted to enter a new template name, as the copy process does not copy the existing SRS report's document template. If you select not to enter a new template name, then the copy process is not performed. |
| Cancel | Select this to return to the previous screen without copying a format. |
You use the Alignment function to print one or more statements using test characters to verify that the fields you defined are correctly aligned on your stationery.
| Field | Description |
|---|---|
| Number of pages to print | Indicate the number of test statements to print. You
can select up to 5 statements to print one after the other.
This enables you to check whether the information on each statement is aligned correctly not only on the first statement, but also on each subsequent statement. |
| Print test statement alignment? | |
| OK | Select this to print the test format alignment according to your selection at the previous field. |
| Cancel | Select this to return to the previous screen without printing an alignment. |
You use the options on this tab to select the preferences and sections for which you want to define the print positions for your document(s).
The following options are available depending on the Print method you selected:
- Preferences (see Preferences)
- Heading section (see Heading Section)
- Month-to-date information section (see Month-to-date Information section)
- Invoice detail section (see Invoice Detail section)
- Transaction detail section (see Transaction Detail section)
- Remittance advice detail section (see Remittance Advice Detail section)
- Payment detail section (see Payment Detail section)
- Post dated check detail section (see Post Dated Check Detail section)
- Total section (see Total Section)
- Finance charge/credit status section (see Finance Charge/credit Status section)
- SRS Options (see SRS Document Print Setup and Maintain SRS Document Templates)
- MS Word Options
When you highlight a section for a Standard document format and select the Change function, the fields for which print positions can be defined are displayed.
The following options are used to indicate the print positions for these fields:
| Field | Description |
|---|---|
| Clear Row/Column |
Select this to set the row and column print positions for the highlighted field to zero, so that the field is not printed. |
| Text Fields | Select this to enter the text to print and its specific position on each document. |
| Change | Select this to maintain the row and column print positions for the highlighted field. |
| Close |
Select this to close the current window and return to the previous window. You save the changes you made when exiting the program. |
The Text Fields function enables you to enter up to 5 lines of text (15 characters per line) that you want to print at a specific position on each document.
The Row specification for any field cannot exceed 65 and the Column specification for any field cannot exceed 120.
| Field | Description |
|---|---|
| Clear text | Select this to clear the text and print positions for the highlighted text field. |
| Change | Select this maintain the highlighted text line. |
| Text | Indicate the actual text that must be printed on the document. |
| Row |
Indicate the vertical position (i.e. Top to bottom) at which you want to print the text entered in the Text field. |
| Column |
Indicate the horizontal position (i.e. Left to right) at which you want to print the text entered in the Text field. |
| OK | Select this to accept the information you entered for the text field. |
| Cancel | Select this to ignore the information you entered for the text field and to return to the previous screen. |
| Close | Select this to return to the previous screen. |
You use the Change function from within each section to maintain the row and column print positions for the highlighted field in the section.
The Row specification for any field cannot exceed 65 and the Column specification for any field cannot exceed 120.
| Field | Description |
|---|---|
| Positions |
All measurements are based from the top left hand corner of the page. For some fields, only the Row or only the Column may be available for you to indicate. To assist you in positioning the fields correctly, you can use the Print Mask program to print a grid of the required columns and lines. Ensure that the layout mask is output to the printer on which you will be printing your documents. |
| Row |
Indicate the vertical position (i.e. top to bottom) at which you want to print the highlighted field. |
| Column |
Indicate the horizontal position (i.e. left to right) at which you want to print the highlighted field. |
| OK | Select this to accept the print positions you entered. |
| Cancel | Select this to ignore the print position you entered and to return to the previous screen. |
You use the Month-to-date Messages function to specify print positions for month-to-date informational messages you want to print on your statements.
![[Note]](images/note.png)
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Only the Balance forward message is available for SRS and Word formats. The Month-to-date messages are not available in the SRS format, but can be added in a text field. |
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| Field | Description |
|---|---|
| Balance forward message |
Define a balance forward message to be printed on the statement. This only applies to statements printed for customers whose Balance print type is defined as Brought forward (Customers). |
| Text | Enter the free format message you want to print against the balance brought forward on the statement. |
| Message position | Enter the position at which the balance forward message must be printed. |
| Month-to-date payments message | Define a message relating to month to date payments. |
| Text | Enter the free format message you want to print against the month-to-date payments value. |
| Message | Enter the position at which the month-to-date payment message must be printed. |
| Month-to-date Discounts message | Define a message relating to month to date discounts. |
| Text | Enter the free format message you want to print against the month-to-date discount value on the statement. |
| Message | Enter the position at which the month-to-date discounts message must be printed. |
| Continuation message | Define a continuation message. |
| Text | Enter the free format message you want to print as the message indicating subsequent pages on the statement. |
| Message position | Enter the position at which the continuation message must be printed. |
| Close | Select this to return to the previous
screen. You save the changes you made to the format at the time of exiting the program. |
You use the Invoice Messages function to specify print positions for invoice detail messages you want to print on your statements.
| Field | Description |
|---|---|
| Invoice type message position | Enter the position at which you want to print the message reflecting the type of invoice. |
| Messages |
Indicate the text you want to print against the various invoice types. The messages are printed in the position defined at the Invoice type message position field. |
| Finance charge |
Enter the text you want to print against finance charge type invoices. The default text is Fin.charge, but can be changed. |
| Invoice |
Enter the text you want to print against invoices. The default text is Invoice, but can be changed. |
| Debit note |
Enter the text you want to print against debit notes. The default text is Dr note, but can be changed. |
| Credit note |
Enter the text you want to print against credit notes. The default text is Cr note, but can be changed. |
| Consolidated invoice |
Enter the text you want to print against consolidated invoices. The default text is Balance, but can be changed. |
| Close | Select this to return to the previous
screen. You save the changes you made to the format at the time of exiting the program. |
You use the Transaction Messages function to specify print positions for transaction detail messages you want to print on your statements.
| Field | Description |
|---|---|
| Transaction code message position | Enter the position at which you want to print the message reflecting the type of transaction. |
| Messages |
Define the text you want to print against the various transaction types. The messages are printed in the position defined at the Transaction code message position field. |
| Adjustment entry |
Enter the text you want to print against adjustment entries. The default text is Adjmnt, but can be changed. |
| Credit entry |
Enter the text you want to print against credit entries. The default text is Credit, but can be changed. |
| Debit entry |
Enter the text you want to print against debit entries. The default text is Debit, but can be changed. |
| Payment entry |
Enter the text you want to print against payment entries. The default text is Payment, but can be changed. |
| Close | Select this to return to the previous
screen. You save the changes you made to the format at the time of exiting the program. |
You use the Remittance Messages function to enter the position at which you want to print a 15 character balance forward message on your statements.
| Field | Description |
|---|---|
| Message |
The message you define here is only printed on statements where the Balance print type for the customer is defined as Balance forward (Customers). The default is Bal.fwd, but can be changed. |
| Message position | Enter the position at which the balance forward message must be printed on the remittance advice section of the statement. |
| Close | Select this to return to the previous
screen. You save the changes you made to the format at the time of exiting the program. |
You use the Preferences option to configure default settings you want to apply when printing A/R statements.
The following preferences can be selected when you use highlight the Preferences line and select the Change function:
| Field | Description | ||||
|---|---|---|---|---|---|
| Total number of lines on page |
The entry made here (up to 99) indicates the number of lines you require on your statements.
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| Format is 6.1 compatible | This applies to stationery formats defined in the SYSPRO 6.1 SP1
version of the software and is enabled by default for stationery formats
defined in that version. When enabled, the document is printed in the format specified in the SYSPRO 6.1 SP1 version of the software providing no presentation lengths are changed against the Keys defined in the Setup Options program. |
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| First detail line starts on line |
The entry made here (up to 65) indicates the line number from the beginning of the page at which the first detail line will be printed, within the block of detail line information.
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| Last detail line ends on line | The entry made here (up to 65 and not less than the first detail line) indicates the line number at which the last detail line will be printed. This must be from the beginning of the page, within the block of detail line information. | ||||
| Print date format | Indicate the format in which you want to print dates on your stationery. This can be based on your system date format or a user defined date format (i.e. Short date or long date). These formats are defined within the System Setup program. | ||||
| Days to age breaks |
Enter the number of days to each subsequent age break for the ageing of your customer invoices. Each age break represents an ageing column that can be printed within the totals. A total of 7 age breaks are available.
Care must be taken when changing the Days to age breaks, especially if you are using pre-printed statement stationery. This is because the balances for each aged bucket may be printed in the incorrect ageing field on your stationery. Refer to Invoice Ageing for details on how the aged balances for a customer are determined. |
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| Print options | |||||
| Future invoices |
Select this to print invoices with a date later than the statement date.
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| Sales message |
Select this to print the text entered at the Sales message field at the time of printing statements (Statement Print).
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| Zero balance invoices | Select this to include zero balance invoices when printing statements. Zero balance invoices are printed if they became zero in the month for which you selected to print the statements. | ||||
| Zero balance customers | Select this to include customers with zero balances
against whom no movements have been recorded in the current
month.
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| Sequence invoices across sub-accounts |
Select this to print invoices in invoice number sequence across all sub-accounts. If you select this option, then when you generate your statements, you need to also select the option: Consolidate master account (Statement Print). If you have enabled the Print optimized statement option in the Statement Print program, statements will always be sequenced by invoice number across all sub-accounts. |
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| Print currency information |
Select this to print details of your customer's currency on statements. This includes local and foreign currencies. |
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| Use 1000 separator in values |
Select this to apply the 1000 separator configured within the Company Maintenance program (Options tab) to all numeric values, including values defined in custom form fields. |
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| Format is 6.1 compatible | This applies to stationery formats defined in the SYSPRO 6.1 SP1
version of the software and is enabled by default for stationery formats
defined in that version. When enabled, the document is printed in the format specified in the SYSPRO 6.1 SP1 version of the software providing no presentation lengths are changed against the Keys defined in the Setup Options program. |
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| Print detail transactions | The selections made here enable you to indicate the
type of detail transactions you want to print on your
statements.
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| Payment | Select this to include payments on your statements. | ||||
| Adjustment | Select this to include adjustment transactions on your statements. | ||||
| Debit note | Select this to include debit notes on your statements. | ||||
| Credit note | Select this to include credit notes on your statements. | ||||
| Close |
Select this to return to the previous screen. To save the preferences you entered, you must select Save from the A/R Statement Format screen. |
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You use the Sequence of Detail Printing function to indicate the sequence (i.e. the order) in which the invoice details, payment details and post dated check details must appear on your statements.
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You must define the print positions for the options you select in order for the details to be printed on the statements. For example, if you select to print Invoice details and payment details, but you have not defined the print positions for the payment details in the Payment details section, then no payment details are printed. |
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| Field | Description | ||||
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| Sequence of detail printing |
If you select to sequence details by Invoice details, payment details or Payment details, invoice details, then the payment details are printed twice on the statement. The payment details printed immediately after the invoices are the payment transactions for those invoices. Note that a single invoice could have multiple payments. The payment details printed at the bottom of the statement are the payment summary details, which are the total check amounts. The following options are available:
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| Close | Select this to return to the previous screen. | ||||
You use the Bitmap Forms function to specify bitmap images that you want to print on your statements when they are faxed and/or printed.
| Field | Description | ||||
|---|---|---|---|---|---|
| Bitmap for faxing |
Enter the name of the bitmap that you want to associate with the faxing of the stationery format. The file must have a .BMP extension.
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| Bitmap for printing |
Enter the name of the bitmap that you want to associate with the printing of the stationery format. The file must have a .BMP extension. |
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| Bitmap width |
Indicate the width of the bitmap image that you want to print on the document and the measurement factor to use (i.e. inches or millimetres). The bitmap is scaled automatically according to the specifications entered, retaining the aspect ratio (i.e. width to height). |
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| Close | Select this to accept the information you entered and to return to the previous screen. | ||||
The following options are available when you use highlight the Heading section line and select the Change function:
The row refers to the vertical (top to bottom) position on the statement, while the column refers to the horizontal (left to right) position on the statement.
The following table lists the fields available for printing in the heading section of statements:
| Field | Origin/Comment | ||||
|---|---|---|---|---|---|
| Company name | This prints you company's name. | ||||
| Company address line 1 -3 | Company Maintenance - Address tab | ||||
| Company tax registration number | Company Maintenance - General tab | ||||
| Customer name | |||||
| Customer address line 1 -5 | Customers | ||||
| Customer postal/zip code | Customers | ||||
| Statement page number | This prints page numbers on the documentation. | ||||
| Customer account number | Customers (customer code) | ||||
| Salesperson number | Customers | ||||
| Statement date | This prints the statement date you specified when you generated the statements using the Statement Print program. | ||||
| Invoice terms | Customers | ||||
| Company registration number |
Company Maintenance - General tab If your nationality code is set to CAN and you require the Canadian GST system, then this field is not available. |
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| GST registration number | If your nationality code is set to CAN and you require the Canadian GST system (Company Tax Options Setup) then this prints the GST registration number field instead of the Company registration number. | ||||
| Branch name | AR Branches - Description for branch code | ||||
| Branch address line 1 - 3 | AR Branches | ||||
| Currency |
Customers
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| Currency description | Currencies - Description defined against the currency | ||||
| Contact | Customers | ||||
| Credit limit | Customers | ||||
| Tax exemption number | Customers | ||||
| Customer name (remit. advice) | This prints the customer's name on the remittance advice section of the statement. | ||||
| Customer (remit. advice) | This prints the customer's account code on the remittance advice section of the statement. | ||||
| Statement date (remit. advice) | This prints the statement date you specified when you generated the statements using the Statement Print program on the remittance advice section of the statement. | ||||
| Fax number | Customers | ||||
| Customer co tax registration number | Customers | ||||
| Customer Email | Customers | ||||
The following options are available when you use highlight the Month-to-date Information section line and select the Change function:
The column position refers to the horizontal (left to right) position on the statement.
There is no row specification as this will be taken from your entry at the First detail line starts on line field as indicated on the Preferences screen.
You use the Invoice Detail Section to define the column at which you want to print each of the invoice details on your statements.
The column position refers to the horizontal (left to right) position on the statement.
There is no row specification as this will be taken from your entry at the First detail line starts on line field as indicated on the Preferences screen.
The following table lists the fields can be printed in the Invoice Detail section:
| Field | Origin/Comment | ||||
|---|---|---|---|---|---|
| Invoice | This prints the invoice number | ||||
| Invoice date | |||||
| Invoice reference | |||||
| Invoice amount - debit | This prints the debit value of the invoice | ||||
| Invoice amount - credit | This prints the credit value of the invoice | ||||
| Invoice terms | This prints the terms applicable to the invoice | ||||
| Invoice discount available | This prints the terms discount applicable to the transaction. Terms discount is calculated according to the A/R Invoice terms code (AR Invoice Terms) defined against the transaction, together with the options selected at the Calculation for terms discount option (Accounts Receivable Setup). | ||||
| Invoice balance | |||||
| Sub-account | This prints the customer number where the customer is
a sub-account.
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| Sub-account ship-to-addr. line 1 - 2 | This prints the shipping address of the attached
sub-account.
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| Sub-account store number | This prints the store number of the attached
sub-account.
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| Sales order | This prints the original sales order number from which the invoice was generated. | ||||
| POD reference | This prints the proof of delivery reference for the invoice. | ||||
| Invoice Due Date | This prints the date on which the invoice is due for
payment. This date is calculated based on the invoice date
and the terms defined against the invoice. You typically print this date on the statement when you base your settlement discount terms on invoice due date rather than on statement date. |
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You use the Transaction Detail Section to define the column at which you want to print each of the transaction details on your statements.
The transactions printed on the statement when using Standard, Word and SRS printing include:
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Payments, providing you select the preference to include Payments at the Print detail transactions option and you select Invoice detail, Payment details from the Sequence of Detail Printing function.
You do not have to define the print positions for payments in the Payment Detail section, but if you do, then the payment details are repeated at the end of the statement. This means that if you define the print positions in the Transaction Detail section and in the Payment Detail section, then payment information is reflected twice on the statement. Payments will be reflected against the invoices processed for the payment (from the Transaction Detail section print positions defined), because payments are a transaction against an invoice, and a list of payments is reflected on the statement (from the Payment Detail section print positions defined).
- Debit notes and Credit notes, providing you select the preference to include Debit notes and Credit notes at the Print detail transactions option.
- Adjustments, providing you select the preference to include Adjustments at the Print detail transactions option.
The column position refers to the horizontal (left to right) position on the statement.
There is no row specification as this will be taken from your entry at the First detail line starts on line field as indicated on the Preferences screen.
The following table lists the fields you can print in the Transaction Detail section of statements:
| Field | Origin/Comment |
|---|---|
| Transaction reference | This prints the reference entered against the transaction at the time the transaction was processed. |
| Transaction date | This prints the date entered against the transaction at the time the transaction was processed. |
| Transaction amount - debit | This prints the amount of the transaction if it is a positive value. |
| Transaction amount - credit | This prints the amount of the transaction if it is a negative value. |
| Transaction discount given | This prints the value of the discount given at the time of processing the transaction. |
You use the Remittance advice detail section to define the column at which you want to print each of the remittance advice details on your statements.
The column position refers to the horizontal (left to right) position on the statement.
There is no row specification as this will be taken from your entry at the First detail line starts on line field as indicated on the Preferences screen.
The following table lists the fields you can print in the Remittance Advice Detail section of statements:
| Field | Origin/Comment |
|---|---|
| Invoice | This prints the invoice number. |
| Invoice date | This prints the invoice date entered against the invoice at the time it was processed. |
| Invoice balance | This prints the current invoice balance |
| Transaction reference | This prints the reference entered against the transaction at the time the transaction was processed. |
| Transaction amount - debit | This prints the amount of the transaction if it is a positive value. |
| Transaction amount - credit | This prints the amount of the transaction if it is a negative value. |
| Invoice amount | This prints the original invoice value |
You use the Payment detail section to define the column at which you want to print each of the payment details on your statements.
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The column position refers to the horizontal (left to right) position on the statement.
There is no row specification as this will be taken from your entry at the First detail line starts on line field as indicated on the Preferences screen.
| Field | Description |
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| Message | The Message function enables you to enter the position at which you want to print a 15 character payment message on your statements. |
| Message | This indicates the actual text you want to print in the payment detail section of the statement. |
| Message position | This indicates the column at which you want to print the message entered in the previous field. |
| Close | Select this to return to the previous screen. |
The following table lists the fields you can print in the Payment Detail section of statements:
| Field | Origin/Comment |
|---|---|
| Payment reference | This prints the payment reference entered at the time of processing the payment. |
| Payment date | This prints the payment date entered at the time of processing the payment. |
| Payment amount | This prints the payment amount entered at the time of processing the payment. |
You use the Post dated check detail section to define the column at which you want to print post dated check details on your statements.
The column position refers to the horizontal (left to right) position on the statement.
There is no row specification as this will be taken from your entry at the First detail line starts on line field as indicated on the Preferences screen.
| Field | Description |
|---|---|
| First check line starts on line | Enter the line number (up to 65) at which printing of the block of post dated check details is to begin. |
| Last check line ends on line | Enter the line number (up to 65) at which printing of the block of post dated check details is to end. |
| Print checks separately |
If you select this option, then post dated checks are printed in a separate block on your statements as indicated by your entry at the First check line starts on line and Last check line ends on line fields. If not, they are printed in the block defined within the Preferences section if post dated checks are selected within the Sequence of Detail Printing function. |
| Clear column |
Select this to delete the column print positions for the highlighted field. There is no row specification as this will be taken from your entry at the First detail line starts on line field as indicated on the Preferences screen. When you select this function, the print positions for the highlighted field are set to zero, which means the field is not printed. |
| Message | The Message function enables you to enter the position at which you want to print a 15 character post dated check message on your statements. |
| Message | This indicates the actual text you want to print for post dated checks on the statement. |
| Message position | This indicates the column at which you want to print the message entered in the previous field. |
| Close | Select this to return to the previous screen. |
| Change | Select this to define the print positions for the highlighted field. |
| Close | Select this to return to the previous screen. |
You use the AR Post Dated Checks program to capture details of post dated checks received from customers.
The following table lists the fields you can print in the Post Dated Check Detail section of statements:
| Field | Origin/Comment |
|---|---|
| Post dated check number | This prints the check number of the post dated check |
| Post dated date | This prints the date held against the post dated check. |
| Post dated amount | This prints the value of the post dated check. |
You use the Total section to define the row and column at which you want to print totals on your customer statements.
The row refers to the vertical (top to bottom) position on the statement, while the column refers to the horizontal (left to right) position on the statement.
The following fields can be printed in the Total section of statements:
| Field | Origin/Comment | ||||
|---|---|---|---|---|---|
| Customer balance (exc futures) | This prints the customer's account balance excluding
any future invoices.
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| First - Seventh ageing column position |
These fields print the value of outstanding invoices that fall within the respective ageing columns on the statement. The ageing columns are defined against the Days to age breaks in the Preferences section of this document format. |
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| Futures balance | This prints the value of all future invoices that were excluded from the customer's balance. | ||||
| Discount available | This prints the total value of settlement discount
available to the customer. This value does not include settlement discount on future invoices, invoices with a zero or credit balance or invoices where the terms have exceeded the discount days. |
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| Credit balance | This prints the total value of all negative invoices on the statement. | ||||
| Credit status message position | This indicates the print position for the message indicating the customer's credit status on the statement. | ||||
| Sales message position | This indicates the print position for the Sales
message entered at the time of processing statements
(Statement Print). This message can only be entered at the time of processing statements.
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| Unallocated post dated checks | This prints the total value of all post dated checks that are due but which have not yet been allocated to the customer's account. | ||||
| Unavailable post dated checks | This prints the total value of all post dated checks that are not yet due | ||||
| Current balance less P-D checks | This prints the customer's balance less all post dated checks, regardless of whether they have fallen due. | ||||
| Customer | This prints the customer's account code. | ||||
| Customer name | This prints the customer's name. | ||||
| Statement date | This prints the statement date as specified when you generate statements using the Statement Print program. | ||||
| Company name | This prints your company's name. | ||||
| Customer balance (remittance) | This prints the customer's account balance, excluding any future invoices, on the remittance section of the statement. | ||||
| Currency |
Customers
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| Currency description | Currencies - Description defined against the currency | ||||
| First - Seventh ageing column (remittance) | These fields print the value of outstanding invoices
that fall within the respective ageing columns on the
remittance section of the statement. The ageing columns are defined against the Days to age breaks in the Preferences section of this document format. |
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You use the Finance charge/credit status section to define print positions for finance charge and credit status messages on your customer statements.
| Field | Description |
|---|---|
| Finance charge messages |
Define the message relating to finance charges that must be printed on the statement. The message can be up to 3 lines long and up to 30 characters can be entered on each line. |
| Row |
Indicate the vertical position (i.e. Top to bottom) at which you want to print the finance charge message The row specification cannot exceed 65. |
| Column |
Indicate the horizontal position (i.e. Left to right) at which you want to print the finance charge message. The column specification cannot exceed 120. |
| Line 1 - 3 | Indicate the first, second and third line of text for the finance charge message. |
| Credit status messages |
Define up to 4 credit status messages you want to print on your statements. Refer to the Credit status option of the Credit checking field for additional information on customer credit statuses. |
| Message 1 | Enter the actual text you want to print for this message. |
| Override | Select this if you entered a credit status message in the Message 1 field, but do not want to print it on your statements. |
| Credit status age |
Enter a credit status in the range 0 to 9. The credit status message is printed for all customers whose oldest invoice exceeds or is equal to the credit status entered here. The ageing breaks entered in the Preferences section are used to age invoices. |
| Message 2 | Enter the actual text you want to print for this message. |
| Override | Select this if you entered a credit status message in the Message 2 field, but do not want to print it on your statements. |
| Credit status age |
Enter a credit status in the range 0 to 9. The credit status message is printed for all customers whose oldest invoice exceeds or is equal to the credit status entered here. The ageing breaks entered in the Preferences section are used to age invoices. |
| Message 3 | Enter the actual text you want to print for this message. |
| Override | Select this if you entered a credit status message in the Message 3 field, but do not want to print it on your statements. |
| Credit status age |
Enter a credit status in the range 0 to 9. The credit status message is printed for all customers whose oldest invoice exceeds or is equal to the credit status entered here. The ageing breaks entered in the Preferences section are used to age invoices. |
| Message 4 | Enter the actual text you want to print for this message. |
| Override | Select this if you entered a credit status message in the Message 4 field, but do not want to print it on your statements. |
| Credit status age |
Enter a credit status in the range 0 to 9. The credit status message is printed for all customers whose oldest invoice exceeds or is equal to the credit status entered here. The ageing breaks entered in the Preferences section are used to age invoices. |
| Close | Select this to return to the Browse on AP Invoice Terms screen. |
As an alternative to printing your documents on pre-printed stationery, you can configure SYSPRO to allow you to print your stationery documents using Microsoft Word.
Refer to Microsoft Word Printing for additional information about printing using MS Word.
This option is only enabled if you selected the option: Print using MS Word. It enables you to open the applicable Word template and insert the fields that you want to print on your stationery.
Refer to Template design for additional information.
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These examples refer to printing statements using Standard or MSWord printing only. |
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Example 1
You want to produce a statement that reflects Invoice information, followed by information on payments, adjustments, debit and credit notes applied to each invoice. You also want to print unapplied payments on the statement.
To do this, you need to define the following:
-
From the Preferences:
- Select all options under the Print detail transactions section.
- From the Sequence of Detail Printing function, select the Invoice details, payment details option
- On the Invoice Detail section, define the print positions for the details you want to print for invoices on the statement.
- On the Transaction Detail section, define the print positions for the details you want to print for payments, adjustments, debit and credit notes on the statement.
- Define the print positions for whatever other information you require on the statement. For example the Heading, Total and Month-to-date information sections.
-
From the Statement Print program select:
- Balance type selection = Both
- Print selections = Suppress customer's format
- Statement format = enter the statement format defined for this example.
Example 2
You want to produce a statement that reflects Invoice information, followed by information on payments, adjustments, debit and credit notes applied to each invoice as well as unapplied payments (i.e. the same as for Example 1), but in addition, you also want to print a list of payments received on the statement.
This may be useful, because the payment information displayed against each invoice is the payment amount applied to that invoice only. If you applied a single payment amount to several invoices, you may want to display the total payment amount (e.g. the total check amount) at the end of the statement as well.
To do this, you need to define the following:
-
From the Preferences:
- Select all options under the Print detail transactions section.
- From the Sequence of Detail Printing function, select the Invoice details, payment details option
- On the Invoice Detail section, define the print positions for the details you want to print for invoices on the statement.
- On the Transaction Detail section, define the print positions for the details you want to print for payments, adjustments, debit and credit notes on the statement.
-
On the Payment Detail section, define the print positions for the details you want to print for payments on the statement.
- Define the print positions for whatever other information you require on the statement. For example the Heading, Total and Month-to-date information sections.
-
From the Statement Print program select:
- Balance type selection = Both
- Print selections = Suppress customer's format
- Statement format = enter the statement format defined for this example.
Add a statement format
-
From the listview pane of the AR Statement Format program, select Add from the Edit menu.
Alternatively, select the Add icon from the toolbar.
-
Enter a unique format code for the statement format you want to add.
If you enter the code of an existing customer, then the details for the existing customer are displayed and can be maintained.
-
Enter the details for the new format.
-
Select Save to save the details you entered or Close to ignore the details you entered and to return to the listview.