The debtor statement provides an overview of all the outstanding payments. This statement is very useful as a means for credit control as it can be used for reconciling invoices that are due for payment to what is outstanding in the system.
The debtor statement is a business requirement in United Kingdom, Ireland, United States, and other countries. Debtor statements are prepared once a month and posted to the customer.
The information in this document is based on product update 405. If you have versions lower than this, certain features explained here will not be applicable.
Select the type of information to be displayed in the debtor statement. You can choose from:
Select Number or Classification to display the option under the Range section. If Number is selected, Debtor number will be displayed under the Range section, and if Classification is selected, Classification will be displayed instead.
Type or select a statement date to display information on or before that date.
Select to print a Trial or Final debtor statement. This is available only if Payment request or User-defined is selected at Layout under the Layout section.
Select Printer to print the debtor statement or E-mail to email the debtor statement to the debtor. This is available only if User-defined is selected at Layout and the Final option is selected at Print under the Layout section.
Type a subject for the email. This is available only if User-defined is selected at Layout and E-mail is selected at Output under the Layout section.
Type or select a layout for the debtor statement. This is the layout that you have defined at Debtor statements under the Financial section at Documents settings. For more information, see Documents settings. This is available only if User-defined is selected at Layout under the Layout section.
Select this check box to display the address of the company in the debtor statement. This is available only if Payment request, Account statement, Parent customer statement, or Currency data is selected at Layout under the Layout section.
Type the three aging groups. For example, if you want to display the aging analysis for 30 days, 60 days, and 90 days, type the number of days in the three boxes. The aging analysis according to the number of days will be displayed at the bottom of the debtor statement.
Type or select the range of debtor numbers, classification codes, or parent account numbers to display specific debtors. Alternatively, select All to display all debtors. The option changes between Debtor number and Classification depending on your selection at Order under the Layout section. However, the option changes between Parent account and Classification if Parent customer statement is selected at Layout under the Layout section.
Select the type of payment method to display information relating to the specific payment method. You can choose from On credit, Cash, Cheque, Letter of credit, Collection, Factoring, Post dated cheque, or All.
Select the type of debtor address you want to display in the debtor statement. You can choose from Visit, Postal, Delivery, or Invoice. This is the address that you have defined at debtor maintenance. For more information, see Creating and maintaining accounts receivable.
Select the required method to sort the information in the debtor statement. You can sort according to Our ref., Invoice date, or Due date.
Select this check box to display further details in the debtor statement. This is available only if User-defined is selected at Layout under the Layout section.
Select this check box to display transactions with zero balances. This is disabled if the Details check box is selected.
Select Due date or Invoice date to display the aging analysis accordingly. This is available only if Payment request or User-defined is selected at Layout under the Layout section.
Select this check box to display summarized information in the debtor statement. This is available only if Account statement, Currency data, User-defined, or Parent customer statement is selected at Layout under the Layout section.
Select Period or Date to compress the debtor statement accordingly. This is available only if the Compress check box is selected.
Type or select a date to compress transactions prior to that date. This is available only if Date is selected at Period/Date.
Select a financial year to compress transactions prior to that year. This is available only if Period is selected at Period/Date.
Type a period to compress transactions prior to that period. This is available only if Period is selected at Period/Date.
Select the type of contact person that will be displayed on the debtor statement. You can select Main, Invoice, or Financial. By default, Main is displayed. Subsequently, the default value will be based on the last selection. This is available only if the Printer option at Output under the Layout section is selected.
The following table displays the contact person that will be available in the debtor statements depending on the selection at Contact person:
Contact person field
Printer option at Output
Main
The main contact person will be displayed in the debtor statement.
Invoice
The contact person linked to the invoice address type will be displayed in the debtor statement.
Financial
The financial contact person will be displayed in the debtor statement.
Click this to generate the debtor statement.
Click this to exit.