AR Statement Format

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

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).

AR Statement Format

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. Formats: 0, 00 and Blank are not recognized as valid formats and therefore cannot be used. These formats are reserved for use by the SYSPRO Reporting Services print index.
Print method	Select the method by which you want to print statements for the selected format. Standard document Select this to print your A/R statements for this format using pre-printed stationery. SRS document Select this to print your A/R statements for this format using SRS Document printing. Word document Select this to print your A/R statements for this format using MS Word.
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. The options available vary according to the Print method you select.
Month-to-date Messages	Specify print positions for month-to-date informational messages you want to print on your statements.
Invoice Messages	Specify print positions for invoice detail messages you want to print on your statements.
Transaction Messages	Specify print positions for transaction detail messages you want to print on your statements.
Remittance Message	Enter the position at which you want to print a 15 character balance forward message on your statements.
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.
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.
Print	Select this to print the stationery format information you defined and saved. It is advisable to keep this report for disaster recovery purposes.
Close	Select this to exit the program without saving any information you entered.

Copy Format

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.

Alignment

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.

General

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
• 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
• 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.

Text Fields

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.

Positions

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.

Messages

Month-to-date Messages

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.

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.

Invoice Messages

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.

Transaction Messages

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.

Remittance Message

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.

Preferences

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. This is the total lines on the page which the program uses to calculate when to skip to the next statement. It is not the total printable area, which is only 65 lines. The number of lines between 99 and 65 allows for a pre-printed logo on the statement, outside of the printable area.
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.
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. If you are printing a brought forward balance on your statements, then the brought forward amount is printed on the line before the line number indicated here.
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 according to which you want to print dates on your document. 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 Setup Options program (Setup Options > System Setup > General) but can be overridden at company level (Setup Options > Company > General).
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. If your ageing method is set to By aged statement or By statement (Accounts Receivable Setup) and your invoice due terms are not set to Number of days fixed (AR Invoice Terms) then your entry here must be in multiples of 30. If not, you will not be able to access the Statement Print program. If your ageing method is set to By statement and your invoice terms are set to Number of days fixed (AR Invoice Terms) then the headings defined in the AR Terms Ageing Headings program are used as the ageing buckets. If your Report ageing method is set to By invoice due date (Statement Print) then the first age break must always be zero (i.e. Current). For example: If the 2nd age break is 30, then a 24 day old invoice balance is added into the 1st column's total. 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.
Print options
Future invoices	Select this to print invoices with a date later than the statement date. The value of future invoices printed on the statement is not included in the statement balance.
Sales message	Select this to print the text entered at the Sales message field at the time of printing statements (Statement Print). To print the sales message, you must also define a print position for the Sales message position field in the Total section (AR Statement Format).
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. If you do not select this preference, then no statements are generated for customer's whose account balance is zero, only if no movements have taken place on the account during the month for which statements are being printed. (i.e. if any movement has occurred on the customer's account during the month for which statements are being printed, then the statement is printed even if the balance is zero).
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.
Print currency information	Select this to print details of your customer's currency on statements. This includes local and foreign currencies.
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.
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.
Print only 'Complete' e-invoices	Select this to only include electronic invoices that have a status of C - Completed. This field is only available when the E-invoicing required setup option is enabled (Setup Options > Preferences > Financials > Accounts Receivable).
Print detail transactions	The selections made here enable you to indicate the type of detail transactions you want to print on your statements. These selections do not apply to SRS document printing, as all fields are included in the AR statement SRS document templates. You therefore need to design the SRS document template according to your requirements for including/excluding transactions.
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.

Sequence of Detail Printing

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.

Field	Description
Sequence of detail printing	SQL optimized statements for Standard and Word printing will always print in invoice, payments and post dated checks sequence. Options that include post dated check information are not available if you selected the option: Print checks separately in the Post Dated Check Detail Section (Format options). 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: Invoice details Invoice details, payment details Invoice details, payment details, post dated checks Invoice details, post dated checks Invoice details, post dated checks, payment details Payment details, invoice details Payment details, invoice details, post dated checks Payment details, post dated checks, invoice details Post dated checks, invoice details Post dated checks, Invoice details, Payment details Post dated checks, payment details, invoice details
Close	Select this to return to the previous screen.

Bitmap Forms

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. Your entry at this field is used only if your Fax settings are configured to use a 3rd party fax application to fax your documents.
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.
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 millimeters). The bitmap is scaled automatically according to the specifications entered, retaining the aspect ratio (i.e. width to height).
Close	Select this to accept the information you entered and to return to the previous screen.

Heading Section

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.

Fields

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.
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 You must select the preference: Print currency information if you want to print details of your customer's currency on statements.
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

Month-to-date Information section

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.

Fields

The following fields can be printed in the Month-to-date Information Section on statements:

• No of payments this month
• Value of payments this month
• Value of discounts this month

Invoice Detail section

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.

Fields

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	This prints the invoice date.
Invoice reference	This prints the invoice reference number.
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	This prints the invoice balance amount.
Sub-account	This prints the customer number where the customer is a sub-account. Sub-account information is only listed if you are printing a consolidated statement for the master account (i.e. Printing details of the attached sub-account on the master account's statement), the invoices are held against the sub-account, and the invoice details being printed are for the sub-account.
Sub-account ship-to-addr. line 1 - 2	This prints the shipping address of the attached sub-account. You can only print this field if the invoices are held against the sub-account.
Sub-account store number	This prints the store number of the attached sub-account. You can only print this field if the invoices are held against the sub-account or if the sub account is attached to the master account before the invoice is processed.
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.
E-invoice status	This displays the status of the e-invoice.

Transaction Detail section

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:

• 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.

Fields

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.

Remittance Advice Detail section

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.

Fields

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

Payment Detail section

You use the Payment detail section to define the column at which you want to print each of the payment 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
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.

Fields

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.

Post Dated Check Detail section

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.

Fields

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.

Total Section

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.

Fields

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. The value of future invoices (whether included on the statement or not), is never included in the customer's statement balance.
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.
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.
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. You must also select the Preference: Print options - Sales message against the statement format you will be using when printing statements.
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 You must select the preference: Print currency information if you want to print details of your customer's currency on statements.
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.

Finance Charge/credit Status section

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.
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.

MS Word Options

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.

MS Word Options

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.

Examples

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.

Tasks

Add a statement format

1. From the listview pane of the AR Statement Format program, select Add from the Edit menu.

   Alternatively, select the Add icon from the toolbar.

2. 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.

3. Enter the details for the new format.

4. Select Save to save the details you entered or Close to ignore the details you entered and to return to the listview.