Generating debtor statements

Layout section

Layout

Select the type of information to be displayed in the debtor statement. You can choose from:

• Payment request – This is a list of the customer’s outstanding items. It includes all outstanding items of the customer and other transactions since the last statement that was sent or printed as final (for example, receipts, even if they have been allocated).
• Account statement – This displays a list of outstanding items for the debtor and also any transactions that have taken place since the last statement was printed as final. This account statement is simply a list of transactions from a particular date with a compressed opening balance as of that date. Trial and Final print are not applicable for this layout type as all the transactions from the compressed date are displayed.
• Currency data – This statement is designed to deal with cross currency, where an invoice may be issued in a foreign currency and then receipted in another foreign currency.
• User-defined – This allows you to adjust your debtor statement layout to what your customers want. 
• Parent customer statement – This displays all the account activities for the parent and child accounts.

Order

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.  

Statement date

Type or select a statement date to display information on or before that date.  

Print

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.

Output

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.

Subject

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.

Layout

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.

Company address

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.

Age

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. 

Range section

Debtor number/Classification/Parent account

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.

Options section

Payment method

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.

Address

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.

Sorting

Select the required method to sort the information in the debtor statement. You can sort according to Our ref., Invoice date, or Due date.

Details

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.

Zero balances

Select this check box to display transactions with zero balances. This is disabled if the Details check box is selected.

Aging

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.

Compress

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.

Period/Date

Select Period or Date to compress the debtor statement accordingly. This is available only if the Compress check box is selected.

Date

Type or select a date to compress transactions prior to that date. This is available only if Date is selected at Period/Date.

Financial year

Select a financial year to compress transactions prior to that year. This is available only if Period is selected at Period/Date.

Period

Type a period to compress transactions prior to that period. This is available only if Period is selected at Period/Date.

Contact person

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:

Start

Click this to generate the debtor statement.

Close

Click this to exit.