Customer Statements

GlobalWare customer statements provide billing statements to business customers. Statements show the activity of individual accounts, where and how often they travel, and how much they owe.

Statements include balance forward information (the primary difference between this report and billing notices). After you run statements and send them to clients, you close the statements, which updates the balance forward for the next statement.

Statements are generated for business customer accounts only.

Statements can be customized:

• Per account; see Report Options, which you can access on the Edit Customer screen.
• With up to three lines of comments at the bottom of the statements through the System Control function.

Running the Statements

To run the statements:

1. On the Corporate submenu, click Customer Statements.

   The Customer Statements dialog box appears.

   Customer Statements dialog box

   

   Field descriptions

   The following table describes the fields on the Customer Statements dialog box.

   Field	Description
   Cutoff Date	Enter the accounts receivable due date through which you want to run the report. If the date is before the current date, review Backdating Statements.
   Account ID	Enter a business account ID to run statements for that account. Leave this field blank for all business accounts. You can enter @ plus an interest to run the report only for business accounts with that interest code. You can enter @TAGGED to run the report only for business accounts that are tagged. To find and select a customer account ID, click the lookup () button. The Find an Account ID screen appears. For details, see Using the Lookup Buttons and Screens.
   Branch	Select a specific branch. Only those branches to which the user has access display. Select All to include items for all branches to which the user has access. The report does not restrict invoices to that branch. To find and select a branch, click the lookup () button. The Find Branch screen appears. For details, see Using the Lookup Buttons and Screens.
   Include Disabled IDs	When unchecked, the report does not contain disabled IDs. Customer accounts are disabled in the account's Report Options. If unchecked and if the account ID you select is disabled, you will receive a message prompting you to check Include Disabled IDs.
   Close Statements	If you check Close Statements, you are prompted to close statements after the report is printed. Generally, it is a good idea to print statements and review them carefully before selecting Close Statements. You cannot make changes to items that have appeared on a statement after you have closed the statement. If you are ready to close statements, check this.

2. Complete the fields as appropriate.

   Note: The Cutoff Date field is required.

3. Click PRINT.

   The Send to dialog box appears. Select a report destination. For more information, see Printing Overview.

Statement Example

Note: Branch: All* in the report header indicates that the user does not have access to all agency branches and that this report considers only those branches to which they have access.

Customer statement example

Customer Statement Information

Statements consist of three sections:

• Current Activity – Shows all transactions, including invoice items and cash receipts, in the billing period and the balance due. It includes all items for the account ID where the invoice A/R due date and cash receipts post date are on or before the entered date and that have not been previously billed (have not appeared on a statement). The Current Activity section is included if you select C or B in the Current/Open Items/Both field of the customer's Report Options, which you can access on the Edit Customer screen.

• Open Item Recap – Lists only outstanding transactions. This section calculates the net on an item (due – received). The Open Items Recap is included if you select O or B in the Current/Open Items/Both field of the customer's Report Options, which you can access on the Edit Customer screen.

  Note: Unposted deposits do not appear on the Open Item Recap report.

• Statement Summary – Prints the balance due.
  • Statements print in the order of the account ID. Within each individual statement, details are sorted by the primary and secondary sorts specified for the account ID in the customer's Report Options, which you can access on the Edit Customer screen.
  • Statements check for unposted deposits. If there are unposted deposits, a warning displays. You can generate the statements, but the Open Item Recap will not include them and therefore will be out of balance with the amount due. You should post deposits before printing final statements. You cannot close statements if there are unposted deposits.

A statement does not print if the account balance is zero or less and Print If Zero or Less is not selected in customer's Report Options, which you can access on the Edit Customer screen. You can also use the Report Options screen to customize statements by selecting which sections of the statement should print (Current Activity, Open Item Recap, or both), selecting whether to include plastic items, and choosing the primary and secondary sorts for the Current Activity section.

Backdating Statements

You should review statements carefully if you backdate. If the statement cutoff date occurs between two transactions on the same account, the sections of the statement might be out of balance.

For example, a ticket was issued for $500 on 1/30, the receipt for $500 entered and applied on 2/2, and the statements printed as of 1/31. The ticket displays in the Current Activity and the Current Activity total is $500 (includes the ticket amount but not the receipt). The Open Item Recap shows 0.00 for the balance, because the customer due - customer received = 0 on the ticket.

Closing Statements

Select Close Statements only after you have printed the statement for the final time and mailed it to your customer. (Some agencies even wait until the client has reviewed and confirmed the accuracy of the statement, before closing).

You cannot close statements if there are unposted deposits.

When you close statements, the previously billed flags are set to Yes for all items that appeared on the statement. This excludes them from the current activity section the next time you run the statement. Also, the following customer information is updated (this information can be viewed in the customer's Report Options, which you can access on the Edit Customer screen):

• The customer's last statement date is set to the entered As Of date.
• The customer's last statement balance is set to the amount of the customer due amount – customer received amount for the account.
• The finance charges applied and discounts applied flags are set to No so that you cannot accidentally generate them again.