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This text refers to program version 8.0  

Periodic Customer Statement

The Periodic Customer Statement prints a list of all the sales transactions recorded for each Customer during a specified period. A separate page is printed for each Customer. Whereas the Open Invoice Customer Statement is simply a list of open (unpaid) Invoices, the Periodic Statement lists paid and unpaid Invoices and Receipts in chronological order (together with any other relevant transactions such as Cash transactions and Nominal Ledger Transactions). The Periodic Statement therefore provides a full transaction history for each Customer. It is similar to the report with the same name, but as it is a form, you can configure the output to suit your requirements by changing the design of the Form Template.

If you want to send Periodic Customer Statements to Customers by email, use the 'Create Periodic Customer Statement E-mail' Maintenance function. This function will create PDF files using the Periodic Statement Form Template and therefore to use it you must have assigned a Form Template to this Form using the 'Define Form' function.

Period

Paste Special    Reporting Periods setting, System module

Specify a period to be covered by the statements. For each Customer, the balance at the beginning of the period will be calculated, all sales transactions from the period will be listed, and finally a closing balance for the end of the period will also be calculated.

Customer

Paste Special    Customers in Contact register

Range Reporting    Alpha

If necessary, enter here the Customer Number of the Customer (or range of Customers) for whom you wish to print statements.

Category

Paste Special    Customer Categories setting, Sales Ledger

If you want to print statements for Customers belonging to a particular Customer Category, specify that Category here.

Classification

Paste Special    Contact Classifications setting, CRM module

Enter a Classification Code in this field if you want to print statements for Customers with a certain Classification. If the field is empty, statements will be printed for all Customers, with and without Classifications. If you enter a number of Classifications separated by commas, statements will only be printed for those Customers featuring all the Classifications listed.

Currency

Paste Special    Currency register, System module

By default, figures in a statement will be expressed in the Sales Currency of the Customer, or in Base Currency 1 if the Sales Currency is blank.

A Customer must have a blank Sales Currency if it is one to whom you have issued Invoices in different Currencies. All figures in statements printed for such a Customer will therefore be in Base Currency 1. However, if you specify a Currency in this field, the statement will only list transactions in that Currency, and all figures will be in that Currency.

Main Partner

Paste Special    Customers in Contact register

If you want to print statements for Customers with a particular Main Partner (specified on the 'Terms' card of the Contact records for each Customer), specify that Main Partner here.

Object

Paste Special    Object register, Nominal Ledger/System module

Enter an Object here if you want to print statements for Customers with a certain Sales Object. If you enter a number of Objects separated by commas, statements will only be printed for those Customers featuring all the Objects listed.

Statement Date

Paste Special    Choose date

Use this field to control the values that will be printed in the eight fields "Aged On Date Value 0" to "Aged On Date Value 7" if you have included them in the Form Template.

These fields will print the overdue amounts divided into ageing periods. The ageing periods will be determined by the Age Limits setting or the Accounting Periods setting.

For example, if you have specified age limits in the Age Limits setting of 30, 60, 90 and 120 days, Aged On Date Value 1 will print the amount outstanding for between 0 and 30 days, Aged On Date Value 2 will print the amount outstanding for between 31 and 60 days, and so on.

The age of an Invoice for the purposes of the Aged On Date Value 1-7 fields will be the number of days between its Due Date or its Invoice Date (depending on the Aged based on Invoice Date option below) and the date that you specify in this field. If you leave this field blank, the current date will be used, which will mean the Aged On Date Value 1-7 fields will print the same values as the Aged Value 1-7 fields.

Customers

Use these options to specify the Customers for whom statements will be printed.

All

Statements will be printed for all Customers.

With Transactions or Fwd Balance

Statements will only be printed for those Customers with an opening balance from before the report period and for those with at least one sales transaction during the report period.

With Balance

Statements will only be printed for those Customers with a closing balance on the Statement Date or, if that is blank, on the day of printing.

Sum Receipt

If there is a Receipt in which a Customer has paid more than one Invoice, each row from the Receipt will usually be listed separately in the statement. The "Invoice Number" field will print the Receipt Number followed by the Invoice Number of the Invoice being paid in brackets. Use this option if instead you only need a single line for such a Receipt to be included in the statement, together with its total value. The "Invoice Number" field will again print the Receipt Number, but not the Invoice Numbers of the Invoices being paid. This option can help with reconciling a Customer's account.

Show Invoice Records

By default, transactions will be listed in chronological order in statements. For example, if you issue three Invoices to a Customer and then receive payment for all three, the statement will list the three Invoices followed by the Receipts.

If you use this option, Invoices will still be listed in chronological order, but the connected Receipt(s) will follow immediately. In the example, a statement printed using this option will list the first Invoice followed by the corresponding Receipt, then the second Invoice followed by its Receipt and so on.

Show Fwd. Balance Invoices

By default, each Customer's statement will display an opening balance figure (providing you have included the "Start Balance" field in the Form Template), followed by a list of the sales transactions from the period. Select this option if you would like the opening balance figure to be itemised (i.e. for open Invoices from before the report period to be listed, together with any partial Receipts and Credit Notes).

Aged based on Invoice Date

Use this option to control the ageing calculation used in the statements (in the eight fields from "Aged Value 0" to Aged Value 7" and from "Aged On Date Value 0" to "Aged On Date Value 7"). If you do not select this option, the ageing calculation will be based on the Due Date of an Invoice (i.e. the date when the Payment Terms expire). Otherwise the ageing calculation will be based on the Invoice Date.

When you print statements for a range of Customers, separate statements will be printed for each Customer. So, when you design the Form Template, the fields that you can use fall into two broad categories:

• Fields that will be printed once per statement. These fields will print information about a Customer, and statement totals.
  

• Row fields that will list the various transactions in a statement (i.e. Invoices, Receipts, Nominal Ledger Transactions where Invoices have been created or paid on flip E, and Cash Out and Cash In records).

You can use the fields listed below when you design the Form Template to be used by the Periodic Customer Statement form. If you do not want to print the decimal places in numeric fields, choose the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting.

Field in Form Template	Prints (from Customer)
Header Fields (these print once per Customer)
Account Balances	Sum of the TOTALs of the Invoices listed in the statement (including Credit Notes). This figure will be in the Sales Currency specified in the Contact record for the Customer. If the Sales Currency is blank and you do not specify a Currency in the specification window, this figure will be in Base Currency 1
Address	Name (if you are using the Organisation Name option in the Form Settings setting) and Invoice Address from the Contact record for the Customer. This will be printed on separate lines, so you should specify a Line Height for this field
Aged Current	If you are using Accounting Periods to determine your ageing periods, the "Aged Value 0" field will include Invoices that are not yet due for payment and Invoices that became due on the date of printing ("Current" Invoices). You can use the Show Invoices Due on Specified Date as Current Invoices option in the Age Limits setting to split this figure into two. This will mean that the "Aged Value 0" field will only include Invoices that are not yet due for payment, while this field will print the "Current" amount (i.e. the amount that became due on the date of printing). Please refer to the description of the Age Limits setting for more details and an example
Aged On Date Current	As "Aged Current" above, but will print the amount that is current on the Statement Date specified in the specification window or, if the Statement Date is blank, on the date of printing
Aged Total	The total amount that is outstanding on the date of printing.
	This includes open and overdue Invoices, open Credit Notes and open Prepayment and On Account values.
	This figure will always be in the Sales Currency specified in the Contact record for the Customer. If the Sales Currency is blank, this figure will be in Base Currency 1.
Aged On Date Total	As "Aged Total" above, but will print the total amount that is outstanding on the Statement Date specified in the specification window or, if the Statement Date is blank, on the date of printing
Aged Value 0	The amount that is not yet due for payment on the date the statement is printed. This figure will include open Prepayment and On Account values, which are not subject to aging.
Aged On Date Value 0	As "Aged Value 0" above, but will print the amount that is not yet due for payment on the Statement Date specified in the specification window or, if the Statement Date is blank, on the date of printing
Seven fields from Aged Value 1 to Aged Value 7	These fields print the overdue amounts divided into ageing periods. The ageing periods are determined by the Age Limits setting or the Accounting Periods setting.
	For example, if you have specified age limits in the Age Limits setting of 30, 60, 90 and 120 days, Aged Value 1 will print the amount outstanding for between 0 and 30 days, Aged Value 2 will print the amount outstanding for between 31 and 60 days, and so on. In this example, as there are four ageing periods, Aged Value 5 will print the amount outstanding for longer than 120 days.
	If you want the ageing periods to be determined by the Accounting Periods setting, use the Use Accounting Periods instead of Age Limits option in the Age Limits setting, and specify how many Accounting Periods you want to use.
	Even if you specify a Statement Date in the specification window, the age of an Invoice for the purposes of the Aged Value 0-7 fields will be the number of days between its Due Date and the date the statement is printed. If you need the age of an Invoice to be the number of days between its Due Date and the Statement Date, use the Aged Value On Date 0-7 fields. If you need the age of an Invoice to be calculated from its Invoice Date (instead of its Due Date), use the Aged based on Invoice Date option in the specification window.
	The figures in the Aged Value 0-7 fields will always be in the Sales Currency specified in the Contact record for the Customer. If the Sales Currency is blank, they will be in Base Currency 1.
Seven fields from Aged On Date Value 1 to Aged On Date Value 7	As Aged Value 1-7 above, but will age Invoices to the Statement Date specified in the specification window or, if the Statement Date is blank, to the date of printing
Change during the Period	The value in the "Sum" field - the value in the "Start Balance" field (which will usually also be the value in the "Debits in the Period" field - the value in the "Credits in the Period" field). This figure will be in the Sales Currency specified in the Contact record for the Customer. If the Sales Currency is blank and you do not specify a Currency in the specification window, this figure will be in Base Currency 1
Contact Person	Primary Contact from the Contact record for the Customer
Credits in the Period	Sum of all transactions listed in the statement, including Credit Notes and Cash Notes but excluding Invoices of all other kinds (Cash Notes are included in both the "Credits in the Period" and "Debits in the Period" figures). This figure will be in the Sales Currency specified in the Contact record for the Customer. If the Sales Currency is blank and you do not specify a Currency in the specification window, this figure will be in Base Currency 1
Credits no cash in the Period	Sum of Receipts, Prepayments and On Account Receipts listed in the statement. This figure will be in the Sales Currency specified in the Contact record for the Customer. If the Sales Currency is blank and you do not specify a Currency in the specification window, this figure will be in Base Currency 1
Customer Currency	Sales Currency from the Contact record for the Customer or, if blank, Base Currency 1
Customer Fax Number	Fax from the Contact record for the Customer
Customer Name	Name from the Contact record for the Customer
Customer Number	No. from the Contact record for the Customer
Customer Registration No. 1	Reg. No. 1 from the Contact record for the Customer
Customer Registration No. 2	Reg. No. 2 from the Contact record for the Customer
Customer Telephone Number	Telephone from the Contact record for the Customer
Customer VAT Reg. Number	VAT Reg. No from the Contact record for the Customer
Debits in the Period	Sum of the TOTALs of the Invoices listed in the statement (excluding Credit Notes). This figure will be in the Sales Currency specified in the Contact record for the Customer. If the Sales Currency is blank and you do not specify a Currency in the specification window, this figure will be in Base Currency 1
Debits no cash in the Period	Sum of the TOTALs of the Invoices listed in the statement (including Credit Notes but excluding Cash Notes). This figure will be in the Sales Currency specified in the Contact record for the Customer. If the Sales Currency is blank and you do not specify a Currency in the specification window, this figure will be in Base Currency 1
Document Type	Prints "Periodic Customer Statement". This field only prints if the VAT Law in the Company Info setting is set to "Portuguese"
Interest from day	Statement Date from specification window or, if blank, the date of printing
Interest Fee	Base Price from the Item quoted in the Invoicing Fee field in the Interest setting
Start Balance	Opening balance. This figure will be in the Sales Currency specified in the Contact record for the Customer. If the Sales Currency is blank and you do not specify a Currency in the specification window, this figure will be in Base Currency 1
Start Date	Statement Date from specification window or, if blank, the date of printing
Sum	Final value in the "Balance" row field. This figure will be in the Sales Currency specified in the Contact record for the Customer. If the Sales Currency is blank and you do not specify a Currency in the specification window, this figure will be in Base Currency 1
Sum + interest fee	Final value in the "Balance" row field + the value in the "Interest Fee" field
Row Fields (these print once per row (i.e. once for each transaction), so remember to specify a Line Height and to set the Format to "Matrix"):
Balance	Accumulating balance (i.e. in the second line in the statement, prints the opening balance plus the debits minus the credits from the first and second lines; in the third line, prints the opening balance plus the debits minus the credits from the first three lines, and so on)
Comment	Comment from each Invoice and Receipt, blank for other transactions
Comment 2	Comment from the relevant rows for each Invoice in the Number Series - Invoices setting and for each Receipt in the Number Series - Receipts setting, blank for other transactions
Credit Value	Value of each incoming payment (e.g. Received Value from each Receipt row, value from each Cash In record), including the TOTAL from each Credit Note, blank for other transactions. If a Customer has transactions in more than one Currency and you do not specify a Currency in the specification window, this figure will be in the Currency of the transaction
Customer Order Number	Cust. Ord. No. from each Invoice, blank for other transactions
Customer Order number from Invoice	Cust. Ord. No. from each Invoice, blank for other transactions
Currency	Currency of each transaction (Received Currency in the case of Receipt rows)
Debit Value	TOTAL from each Invoice (except Credit Notes) and each Cash Out record, blank for other transactions. The TOTAL from a Credit Note will be printed in the "Credit Value" row field. If a Customer has transactions in more than one Currency and you do not specify a Currency in the specification window, this figure will be in the Currency of the transaction
Interest	Value of each transaction (e.g. TOTAL from each Invoice and Received Value from each Receipt row), with debits shown as positive and credits (i.e. incoming payments) shown as negative. If a Customer has transactions in more than one Currency and you do not specify a Currency in the specification window, this figure will be in the Currency of the transaction (for a figure in Base Currency 1 in this situation, use "Open Invoice Value in Base 1")
Invoice Day	Date of each transaction (e.g. Invoice Date from each Invoice and Trans. Date from each Receipt)
Invoice Due Date	Due Date from each Invoice, blank for other transactions
Invoice Number	No. of each transaction (e.g. Invoice No., Receipt No., etc)
Invoice Text	For each transaction, a string made up of the type of the transaction (i.e. "Invoice", "Cash Note", "Credit Note", "Interest Invoice", "Receipt", "On Account" or "N/L Transaction") + space + No.
Invoice Type	Type of each transaction (i.e. "Invoice", "Cash Note", "Credit Note", "Interest Invoice", 'Receipt', "On Account" or "N/L Transaction"), blank for other transactions
Invoice Type (short)	Type of each transaction (prints "INV" for an Invoice, "CASH" for a Cash Note, "CRED" for a Credit Note, "INT" for an Interest Invoice, "REC" for a Receipt, "On Acc." for a Prepayment, On Account Receipt, Cash In record or a Cash Out record and "N/L" for a Nominal Ledger Transaction
KID Checksum	KID Code checksum for each transaction
KID Code	KID Code for each transaction (formatted for the Bank specified on the 'OCR' card of the Bank Transfer setting)
KID code with no Checksum	KID Code without checksum for each transaction
Official Serial Number	Official No. from each Invoice, blank for other transactions
Open Invoice Value in Base 1	Value of each transaction (e.g. TOTAL from each Invoice and Received Value from each Receipt row), with debits shown as positive and credits (i.e. incoming payments) shown as negative. If a Customer has transactions in more than one Currency and you do not specify a Currency in the specification window, this figure will be in Base Currency 1 (for a figure in the Currency of the transaction in this situation, use "Interest")
Our Reference (ourref)	Reference from each Invoice, blank for other transactions
Received Value	Value of each transaction (e.g. TOTAL from each Invoice and Received Value from each Receipt row), with debits shown as negative and credits (i.e. incoming payments) shown as positive. If a Customer has transactions in more than one Currency and you do not specify a Currency in the specification window, this figure will be in Base Currency 1
Transaction Number	No. of each transaction (e.g. Invoice No., Receipt No., etc)

Please click here for details of the standard fields that you can also include in the Form Template.

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Forms in the Sales Ledger:

• Introduction
  

• Cash Notes
  

• Credit Notes
  

• Customer/Supplier Labels
  

• Debtors Letter
  

• EU VAT Sales
  

• Gift Vouchers
  

• Interest Invoices
  

• Internal Invoices
  

• Intrastat S/L
  

• Invoices
  

• Open Invoice Customer Statement
  

• Periodic Customer Statement
  

• Proforma Invoices
  

• Project Invoices
  

• Receipt Forms
  

• Reminders
  

• VAT Corrections S/L

Go back to:

• Home page for Sales Ledger manual
  

• Home page for Standard ERP manual

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