Print Statement Letters

Reports Menu -> Automatic Reporting -> Function ARLT02 -> emails Print Statement Letters

Specific letters that are setup in Statement Letters on the Customer Management tab of the Configure System Settings, can be printed for a selected customer range.
Letters that are sent can be tracked by date and reported using Statement Letter Report.

An optional company letterhead and address can be printed, and the letters are personalized automatically by printing the Name, Address and Postal/ZIP Code from the Customer Information.
The Salutation prints followed by the Contact Name from the Customer Information, as explained in Statement Letters.
The body of the letter prints as entered, including any converted Identifiers as explained in Statement Letters.

The customer selection criteria to print the letters is:

FROM CUSTOMER#

Leave this field blank to include all customers in the selection, or enter a starting customer number, or select a starting customer record from the lookup window as outlined in Accounting Customer Search window.

TO CUSTOMER#

Leave this field blank to include all customers in the selection, or enter an ending customer number, or select an ending customer record from the lookup window.

NAME TO PRINT

Select one of the three print Name and Address options for the statement letter run:

• Select Company to print your Company information and address at the top of the letter, as setup in Company Information.
• Select Division to print the address of each customer's Division as identified in Customer Information, and the branch address from the print address window on the Division Name field in Divisions.
• Select No Name to skip printing any company information, if the letters are to be printed on paper with company letterhead.

LETTER TYPE

Select one of the three letter options for this statement letter run:

• Select Gentle Dunning to generate letters for customers with over-due invoices in the Gentle period per the Terms Code assigned to the customer.

  Note: Selecting the Gentle Dunning letter generates the same customer list as the Standard letter would when the Minimum Days Passed From parameter is set to the 'Gentle Dunning Past Due' from the Terms file and the Minimum Days Passed To parameter is set to the 'Firm Dunning Past Due' from the terms file (or 999999 if this is blank).

• Select Firm Dunning to generate letters for customers with more serious over-due invoices in the Firm period per the Terms Code assigned to the customer.

  Note: Selecting the Firm Dunning letter generates the same customer list as the Standard letter would when the Minimum Days Passed From parameter is set to the 'Firm Dunning Past Due' from the Terms file and the Minimum Days Passed To parameter is set to 999999.

• Select Standard to generate a standard outstanding invoice letter for selected customers.

If one of the dunning letter options is selected, the invoices reflected in the invoice list include only the invoices in the "Gentle" or "Firm" period, even if there are other outstanding invoices on that account.
Refer to Statement Letters for more information on the configuration and the use of dunning letters.

Note: When sending both Gentle and Firm Dunning Letters it is important that there is no overlap of invoices in the firm and gentle reporting periods, or a customer could be sent both letters.

AGING BASED ON

Select one of the two aging options for this statement letter run:

• Select Document Date to use the actual document date for the aging date of the invoice for finance charge.
• Select Due Date to age the documents by the date due rather than the actual document date.

AGING DATE

Enter the Aging cut-off date.

• Only unpaid documents as of this Document or Due Date, are included in the customer account balances triggered by the <<BALANCE>> identifier in the body of the letter.
• Only unpaid documents as of this Document or Due Date are included in the list of outstanding documents triggered by the <<AR>> identifier, in the letter.

MINIMUM DAYS PASSED FROM

Leave this blank to include all customers in the selection range with unpaid documents as of the Aging Date cut-off, or enter a minimum number of days, so that only customers with documents over-due over the specified number of days at the cut-off date, are included.

MINIMUM DAYS PASSED TO

Leave this 999999 to include all customers in the selection range with unpaid documents as of the Aging Date cut-off, or enter an ending number of days for the cut-off range, so that only customers with documents over-due less than the specified number of days and over the Minimum Days Passed From as of the Aging cut-off date, are included.

SORT OPTION

Select one of the two sort options for the statement letter run:

• Select Alpha to sort the statement letters Alphabetically by customer name.
  
• Select Numeric to sort the statement letters Numerically by customer number.

ALL CURRENCIES

Check this field to include all currency codes in the selection, or leave this field unchecked to print statement letters for a single currency.

CURRENCY

If All Currencies is not checked, enter a specific currency code or select it from the drop-down list.

RECORD LETTERS SENT

Check this field to track the letters sent to this customer selection.
The date, and letter number can be viewed in the customer’s letter history log in the "Credit Information" window in Customer Information.
This letter history is also reflected on the Statement Letter Report.

COLLECTOR, 'ALL', OR 'SEL'

• Type ALL to include all A/R Collector codes in the report.
• Enter a specific A/R Collector code to print the report for a single collector, or select from the valid Collector Codes in the lookup Collector Search window.
• Type SEL to select several Collector codes to include in the report as outlined in Collector Select.
  

LETTER#

Enter the letter code or select one from the window, as setup in Statement Letters.
The letter codes can still be changed for individual customers, on the customer list screen before printing is initiated.

ALTERNATE LETTER#

This prompt is only active if your firm utilizes the alternate language feature for customers activated from the Company Miscellaneous Parameters.
If parallel letters are setup in Statement Letters with text in the standard language and in the alternate language, enter the alternate language letter code or select it from the window.
This letter will be generated for customers in the selection range that are flagged to receive documents in the alternate language, in the "Additional Information" of Customer Information.
The letter codes can still be changed for individual customers, on the customer list screen before printing is initiated.

LETTER DATE

Enter the date to be printed on the letter above the customer name and address information.

EMAIL LETTERS

This option is only enabled if Jasper reports is activated in the Customer Forms and the email feature is setup in the Use Contact Document Emailing in the Company Email Configuration to automatically email statements to selected customer/site contacts according to the Contact Information flags.

Check this box to generate an email for the statement letters to eligible contacts.
When the letters are emailed a Customer Statement Letter Log is printed and the email status is tracked in the Email Log.

Uncheck this box if the relevant statement letters do not need to be emailed and they will be printed instead.

When the letters are to be printed or emailed the Customer Edit List screen is generated that can be reviewed and modified as required.

Finished?

Click the ACCEPT button to generate the list of customers eligible to receive the letters.
Click the CANCEL button to abort this process.

Statement Letter Format?

If the statement letters are to be printed and Forms control has been enabled in Customer Forms, the option to Print Using Forms? or to print Plain Paper format is provided.
This prompt is not triggered for the Email Letter option as Contact emailing always uses Jasper forms.

Customer Edit List screen
Before the letters are printed or emailed the list of customers selected to receive a letter displays by sequence number.
Any customers that should NOT receive a letter should be deleted from the queue, using <F7>.
The following information is listed for each eligible customer:

CUST#

The customer number displays.

NAME

The customer name displays.

OVER

The number of days of the oldest overdue document in this selection for the customer, displays.
This can be useful in determining which A/R collection letter should be sent to the customer.

DETAILS

The customer's unpaid documents, and the account aging breakdown by period as of the Aging date selected can be reviewed in the View Customer's Current Account window.
This inquiry always lists the details in Document date order and account totals as of today's date.
In the document display, click the EXP/CON button or press <F9> to view the billing, source, and site information for the document.

Click OK to exit the document information window.

LETTER TO SEND

The letter code displays.
This letter code can be over-typed for individual customers if a different letter should be generated. Window to view and select from existing letters.

Finished?

Click ACCEPT to print or email the letters for customers in the list.
Click CANCEL to abort this process.

Confirmation Screen

Click Process Details to generate the letters.
Click Return to Details to return to the list of customer/letter records on the screen, to make additional changes.
Click Abort Changes to abort the generate letter process.