Difference between revisions of "How do I print a Customer Statement?"

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== Summary ==
 
== Summary ==
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This article explains how to print a customer statement from the {{SL}}.
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This article explains how to print a customer statement from the {{SL}}. If you are on Windows 10 or above you may be able to produce a statement run via email.
  
 
== More Information ==
 
== More Information ==
 
Go to{{Menu|{{SL}}|Sales Reports|Customer Statements.}}
 
Go to{{Menu|{{SL}}|Sales Reports|Customer Statements.}}
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* If you want to print a statement for a specific account, select the "Individual" option and type in the customer's account code if known, or [[How do I find a customer?|search]] for a customer.
 
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** If you are printing statements for individual customers, the customer range will be disabled.
 
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* If you want to print a range of statements, select the "Range" option and fill in your range criteria.
 
  
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* Press {{Button|Print}} when you have entered all your statement range data.
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== Individual Statements ==
 +
* To print a statement for a specific account:
 +
** At {{DataPrompt|Statements}} select {{DataValue|Individual}}.
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** Enter the {{DataPrompt|Customer}} account code if known, else [[How do I find a customer?|search]] for a customer.
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** At {{DataPrompt|Zero balance docs?}} leave the setting as {{DataValue|No}} to only include outstanding items else select {{DataValue|Yes}} to include items which are fully paid.
  
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;{{DataPrompt|Message of the Day}}
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{{Tip|text=This setting can be useful if a customer requests a full statement of account, including items marked as paid.}}
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:You can enter a message to print at the bottom of all your statements. This will only print if your statement layout is configured to do so (all standard statement layouts issued with Platinum have this enabled).
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;Analysis Range
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** {{DataPrompt|For month}} - To only include items within a specific month specify the month and year  else leave as zeroes.
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:The "Analysis Range" refers to analysis codes stored against the customers.
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** If you choose to specify a month you may also exclude earlier items by selecting {{DataValue|Yes}} at {{DataPrompt|Exclude earlier?}}.
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** {{DataPrompt|Message of the Day}}. You may enter a brief message to print at the bottom of your statements.
 +
 
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{{Warning|text=This will only print if your statement layout is configured to do so (currently all standard statement layouts issued with Platinum have this enabled).}}
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* Prior to clicking {{Button|Print}} you may wish to press {{KeyPress|A-P}} to specify a printer e.g. 91 to send via email, else click {{Button|Print}} to use your default printer.
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== Range of Statements ==
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If you wish to print statements for a range of customers at {{DataPrompt|Statements}} select {{DataValue|Range}}.
 +
* At this point you may use a range of criteria to select the customers to receive a statement.
 +
** You may enter a specific account in the {{DataPrompt|From customer}} and {{DataPrompt|To customer}} fields to include all customers in between.
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** You may specify a range of Groups or the same Group in both fields e.g. {{DataValue|TRA}} in both fields to only include your Trade accounts.
 +
** At {{DataPrompt|Including}} select:
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*** {{DataValue|Debtors}} to only produce statements for customers who owe you money. This is the default and most commonly used setting.
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*** {{DataValue|Non-zero balances}} to produce statements for customers who have a balance on their account, including those with a negative balance, e.g. a deposit or credit note on account.
 +
*** {{DataValue|All}} will include all customers - this will depend on the {{DataPrompt|Zero balance docs?}} setting being set to {{DataValue|Yes}}.
 +
* Complete the other settings as per the guidance for producing an Individual Statement above.
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* At the point of printing you should select your printer unless you choose to email your statements - see below section.
  
 
=== Emailing Statements ===
 
=== Emailing Statements ===
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If you have a Windows 10 machine you may use the inbuilt PDF option to email statements.
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If your PC is Windows 10 or above you may have the option to email your statements without interaction.
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If you are unsure please {{SupportContact}} prior to attempting your statement run. This option may require configuration.
  
 
* Set your range as per the instructions above.
 
* Set your range as per the instructions above.
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* Choose your {{DataValue|PDF to email (silent)}} print record, which is usually {{DataValue|90}}.
 
* Choose your {{DataValue|PDF to email (silent)}} print record, which is usually {{DataValue|90}}.
 
** [[How do I print and email a PDF?#Printing Statements to Email|This]] article explains how to make sure your print record is set up correctly.
 
** [[How do I print and email a PDF?#Printing Statements to Email|This]] article explains how to make sure your print record is set up correctly.
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* When you now click {{Button|Print}} it will email statements to the appropriate email address. If set, a printed statement will be produced for customers without an email address.
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* Click {{Button|Print}} to email each statement in turn to the appropriate email address, per the print record settings. If set, a printed statement will be produced for customers without an email address.
  
 
== See also ==
 
== See also ==
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{{KB_Tags|customer statement, print, statement, stat, email statement}}
 
{{KB_Tags|customer statement, print, statement, stat, email statement}}
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{{FAQ}}{{KB_SL}}{{ZN_Accounts}}{{Zn_Admin}}
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{{FAQ}}{{How}}{{KB_SL}}{{ZN_Accounts}}{{ZN_Admin}}

Latest revision as of 13:57, 8 July 2024

Summary

This article explains how to print a customer statement from the Sales Ledger. If you are on Windows 10 or above you may be able to produce a statement run via email.

More Information

Go to" Sales Ledger Sales Reports Customer Statements."

Individual Statements

  • To print a statement for a specific account:
    • At "Statements" select 'Individual'.
    • Enter the "Customer" account code if known, else search for a customer.
    • At "Zero balance docs?" leave the setting as 'No' to only include outstanding items else select 'Yes' to include items which are fully paid.
This setting can be useful if a customer requests a full statement of account, including items marked as paid.
    • "For month" - To only include items within a specific month specify the month and year else leave as zeroes.
    • If you choose to specify a month you may also exclude earlier items by selecting 'Yes' at "Exclude earlier?".
    • "Message of the Day". You may enter a brief message to print at the bottom of your statements.
This will only print if your statement layout is configured to do so (currently all standard statement layouts issued with Platinum have this enabled).
  • Prior to clicking [Print] you may wish to press <Alt+P> to specify a printer e.g. 91 to send via email, else click [Print] to use your default printer.

Range of Statements

If you wish to print statements for a range of customers at "Statements" select 'Range'.

  • At this point you may use a range of criteria to select the customers to receive a statement.
    • You may enter a specific account in the "From customer" and "To customer" fields to include all customers in between.
    • You may specify a range of Groups or the same Group in both fields e.g. 'TRA' in both fields to only include your Trade accounts.
    • At "Including" select:
      • 'Debtors' to only produce statements for customers who owe you money. This is the default and most commonly used setting.
      • 'Non-zero balances' to produce statements for customers who have a balance on their account, including those with a negative balance, e.g. a deposit or credit note on account.
      • 'All' will include all customers - this will depend on the "Zero balance docs?" setting being set to 'Yes'.
  • Complete the other settings as per the guidance for producing an Individual Statement above.
  • At the point of printing you should select your printer unless you choose to email your statements - see below section.

Emailing Statements

If your PC is Windows 10 or above you may have the option to email your statements without interaction.

If you are unsure please Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page prior to attempting your statement run. This option may require configuration.

  • Set your range as per the instructions above.
  • Prior to clicking [Print], press <Alt+P>.
  • Choose your 'PDF to email (silent)' print record, which is usually '90'.
    • This article explains how to make sure your print record is set up correctly.
  • Click [Print] to email each statement in turn to the appropriate email address, per the print record settings. If set, a printed statement will be produced for customers without an email address.

See also


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Keywords AND Misspellings
customer statement, print, statement, stat, email statement
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