Statements may be run at any time during the month. Customer aging is updated automatically during printing. A bit of theory is in order at this point. Customer statements have traditionally appeared in either of two formats:
Open Invoice In which only open items are listed on the customer statement.
Balance Forward In which a starting balance is indicated at the beginning of the statement, followed by a list of all the current period’s transactions, and concluding with a total line indicating the cumulative balance due. Examples of this would be a typical bank statement.
Simple Accounting is able to print statements in either format for any given customer. Also, the method of printing a given customer’s statement can be changed at any time. The method you choose is selected for each customer using the STATEMENT TYPE field in the Customer Editing Window.
You should always run a Customer Aging Report on the day you run statements! Aging is not updated for that day unless you do!
SALES ORDER NOTES & STATEMENTS
Each sales order/invoice on a statement has a description to tell the customer a bit more about the items they owe for than just an order ID and a dollar amount. This description is the SALES ORDER NOTES field from the sales order header.
Selections
| Current Record | Print a statement for the highlighted customer. |
| Tagged Items | Print statements for all tagged records. |
| All Eligible Items | Print statements for all open accounts.
If you select All you are also asked if you wish to limit printing to those customers assigned to one Sales rep ID. A browse window appears to select a sales rep, but the default is the employee log on. This selection prints statements based on the default employee ID for customers. So even though salesperson ‘JOHN’ may have sold items to a customer whose default employee ID is ‘JANE’, selecting ‘JOHN’ before printing will not print a statement for that customer. This ensures that each statement is complete and that only one statement will be printed for each customer no matter which employee ID you choose. |
| Past Due Items | Prints statements only for customers who have a past due balance in the second open period or greater. |
These choices also apply for printing matching envelopes or labels.
Simple Accounting will only print statements for customers with an open balance. Customers with a zero balance will not print, regardless of your selection.
By default, Simple Accounting will not print statements for customers marked for Summary Billing.
