Customer Statement forms print monthly customer activity. The way statements print is largely defined in Statement/Invoices Defaults. There you can choose from the following:
- whether to print your company name, address, phone, and fax number
- whether to print zero- and credit-balance statements
- minimum balance necessary to print a statement
- whether to print statements for accounts with no activity
Sage 50 includes the following predefined customer statement forms:
- Statement Continuous: Use to print statements with plain paper. This format prints faster than the Plain statement.
- Statement: Use with plain paper.
- Statement Preprinted: Use with preprinted customer statement forms. Use Sage 50 Form PWLS21 for laser paper or PWS21 for continuous paper.
Note: On the printed statement, the Description column uses the following abbreviations for transactions referenced on the statement:
- CM=Credit Memo
- INV=Invoice
- PO=Purchase Order
- SO=Sales Order
- Select Forms from the Reports & Forms menu. Then select Customer Statements.
- The Select a Report or Form window will open with the Forms list shown.
- Select the customer statement form you want to print from the Forms list.
- Click the Preview and Print button located below the sample image of the form.
- The Preview and Print Customer Statements filter screen will open.
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Make your filter selections and click the Print/Email button to print the form.
Note: Click Refresh List after opening the filter screen to see the information in the selection grid. Also, be sure to click Refresh List after making any filter selections to see the updated information in the grid. When you click Print/Email, forms will print based on the current filter selection criteria regardless of what you may have previously selected in the grid.
Using the Preview and Print Customer Statements Filter Screen
When you choose to print or preview a form, the preview and print filter screen appears. You do not have to make any changes to this screen. You can select the Print/Email or Print Preview button to print, email, or preview the form based on the default filter settings. However, if you want to change the filter selections, you may do so using the different tabs on the filter screen.
On the Print/Email tab, you can select the criteria you want to use to print (or email) the form and use the filter options to refine the results in the selection grid.
Refresh List: Click to refresh the selection grid. You must click this button after opening the filter screen or making any changes to the filter selections to see the correct information in the grid.
Selection Grid: This grid shows all of the customers that meet the filter selection criteria. Select the customers that you want to print statements for from the grid. All of the customers are selected by default. You can manually select and deselect the customers in the grid. You can also use the All and None links above the grid to select all of the customers or deselect all of the customers in the grid. You can change the sorting of the customers in the grid by clicking on the heading of the column that you want to use to sort the customers.
Statement Type: Select the type of statement that you want to print. This selection determines how the open items are shown on the form. On balance-forward statements, only the balances are shown for open items that appeared on previous statements. On open item statements, the detail is shown for all open items.
Balance-forward: This statement type consolidates a customer's unpaid balance from month to month. The total balance from the previous statement is shown as a balance-forward amount and any new invoices or receipts appear beneath it.
Open Item: This statement type lists each outstanding invoice that still has a balance due. These statements do not consolidate open invoices from the last statement. Therefore, no previous balance will appear.
Include items through/from: You can select to include items from the last statement date through a date of your choosing on the statement. If you have selected the Open Item statement type, you can choose to include all open items through a particular date. You can also choose to include items from a particular date range that you specify or a standard date range such as This Quarter. Choose Range from the Include Items drop list if you want to enter a specific date range or you can select a standard date range from the Include Items drop list. After making your Include Items selection, enter the through date or the from and to dates if necessary.
Print Detail for: You can choose to print detail information for sales and credit memos, receipts, or both. Selecting this option will cause the line item details for sales and credit memos, receipts, or both to appear on the statement.
Use this form: Select the form you want to print.
Customize this form: Select this link if you want to customize the selected form. The form will open in the Forms Design window.
Filter customers by: This allows you to further specify the statements that you want to print.
Customer ID: If you want to print statements for a particular customer or range of customers, enter the customer IDs here. If you want to filter for one customer, enter that customer's ID in both ID boxes. Leave this filter selection blank if you do not want to filter by customer ID.
Type: If you want to print statements for a particular customer type or a range of customer types, select Range and then enter the customer types in the From and To boxes. If you want to filter for one type of customer, enter that type in both the From and To boxes. Customer types are specified for each customer on the Maintain Customers window. Select All if you do not want to filter by customer type.
Delivery Method: This filter option allows you to select statements to print based on the customer's form delivery method. You can choose print only, email only, or both print and email. Delivery methods are specified for each customer on the Sales Info tab of the Maintain Customers window.
Active/inactive: You can choose to print statements for active customers only, inactive customers only, or both active and inactive customers. Customers are made inactive by selecting the Inactive checkbox on the Maintain Customers window.
Select the Print Setup tab to assign the default printer for this form and set the page margins. The file name for the form is also shown on this tab. There is an Align button that you can click if you need to adjust the alignment of the form. Tell me more about print setup.
Select the Email Options tab to set options that determine what to do when printing forms for customers set up to receive email. Tell me more about email options.