Once the default format has been established, you can print statements.
First, set up the dates for the statement calculation on the Criteria tab. Then select the Print Criteria tab to select the statements to print.
To print statements
1. Select the Print/Email Statements option on the A/R window.
2. On the Criteria tab, enter the Balance Forward date. Unpaid invoices and finance charges are netted as of this date. Generally, this is the first day of the accounting period.
Enter the Cutoff date. All A/R activity will print from the balance forward date to the cutoff date. Generally, this is the last day of the accounting period.
Enter the Statement date. Generally, this is the last day of the accounting period.
If you are printing a group of statements, select the order in which you want statements to print. Options are by client name or code or by office and then by client name or code.
3. If you would like a statement that prints the outstanding amount per invoice only, use the Open Item type of statement (on the Page Setup tab) and set the beginning balance date the same as the cutoff date.
4. "One statement for each master client" is selected by default. This means that statements will print by client.
If you want to print by engagement instead, select "Separate statements for each engagement." Then, if you have combined engagements on one invoice and print statements by engagement, each engagement statement will only print the amount of the invoice that is attributed to that engagement. You can also select "Use engagement billing option for statements."
days old required to print a statement. If you want to include finance charges in the amount select the check box.
6. To print statements for clients with unpaid invoices, select the corresponding check box. Enter the minimum unpaid amount on invoices required to print an invoice.
Enter the number of days old (from the invoice date) required to print a statement.
Select the “Include Finance Charge in unpaid aged balance” check box if you would like to include the finance charge amount.
7. Select the “Print Statements for Clients with a Credit Balance” check box to print credit balance statements.
8. Select the check box to print statements for clients with a zero balance. Clear the check box to refrain from printing zero balance statements.
9. If you don’t want to print a statement because the client received an invoice during the billing period, select the “Do Not Print Statement If Current Invoice” check box. Most firms who do not levy finance charges select this box if the invoice style they use includes a balance forward and grand total.
Normally, if you select this box but have calculated current finance charges, statements will print because finance charges do not print on invoices.
Select the “Suppress even if they have a current finance charge” check box if you do not want statements to print that only include finance charges.
Enter a starting date for an invoice to qualify as current to suppress the printing of statements. Use the first day of the accounting period.
10. Select the Format tab and select the check box to suppress printing of voided entries. You can also select to summarize finance charges.
11. Use the navigation bar to print statements by client, primary partner, bill manager, manager, secondary partner, responsible person, tax reviewer, tax preparer, office, region, department, NAIC code, line of business, entity, work type, or group. Use the additional tabs to select the employees, regions/offices, etc. for the statements, based on your sort selection.
12. Click Print/Review to print the selected statements. Select the printer you wish to use to print the statements or click one of the e-mail output options to e-mail the statements. Statements print in portrait mode.
If you are printing by biller, partner, or office, the statements begin printing after each client is qualified. After the statements print, the A/R Statement Report appears on-screen showing whether a statement was printed for each client, and the reason if one was not printed. Click Print to print the Statement Report.
If you are printing by client, each statement is displayed on-screen. You may edit the statement and then click the Print/Exit button when you are ready to print. The statement prints and you are returned to the Criteria tab for selection of another client, if desired.
Tips
When selecting employees, regions/offices, etc. right-click in the list to print, filter, select all, or deselect all.
To select at random, hold down the CTRL key and click individual items. You can also select Print Statements from the A/R menu.
E-mailing Statements
Statements can be generated and e-mailed to clients through Accounts Receivable. The e-mail option is available from the Printer Selection window when printing statements.
To print and send multiple statements via e-mail
Statements can be printed and sent via e-mail. When e-mailing statements, you must enter the e- mail address for the client contacts and select the contact to receive e-mail statements on the Contact tab of the Client Tracking folder prior to generating statements.
1. To send statements via e-mail, select Print/Email Statements from the Accounts Receivable window.
2. Select the criteria required to qualify for a statement and click Print.
3. Select one of the e-mail output options on the Printer Selection window to send the statements via e-mail.
4. On the Email Statement window, the e-mail addresses entered for the client contacts in the Client Tracking folder will default.
5. Enter the text of the message, or select an e-mail standard paragraph (set up under Standard Paragraphs on the navigation bar in Administration). Select keywords from the drop-down to customize the message.
6. To attach a file to the message, click Attach File, browse to the location of the file, and click Open.
7. Use the Apply Email Message to Remaining Messages check box to quickly send all generated statements to the client contact addresses entered in the Client Tracking folder. The program will copy the message entered in the text field and any files attached, attach each statement generated, and automatically enter the addresses (entered for the client contacts selected to receive statements via email in the Client Tracking folder).
8. Click Send Email to generate and send the e-mail message and statements to the selected clients. If you have selected the Apply Email Message to Remaining Messages check box clicking Send Email will send all statements selected. If you have not selected this check box you must click Send Email to send each message with the attached statement.