A/R Statements
Written by Brandy Burch
Updated at March 11th, 2025
Table of Contents
Accounts Receivable Statements report a customer's A/R activity for a specified date range. Any report can display up to two years of a customer's transactions.
| General Tab | |
|---|---|
| Account Number: | Enter the A/R account number. |
| Sub-Account range: | The range of sub-accounts (i.e., customers) will be included in the listing. |
| Print detail date range: | The date range to pull the customers' transactions to print on the statement (e.g., you may want the statement to cover the period from January 1 to March 30). |
| Include Cycle Range | Set the cycle range to include in the listing for companies who send out statements by Revenue/Billing cycle. |
| Treat all Accounts as Balance Fwd Accounts: | If this box is checked, the Statements will print all customer accounts as balance forward, including open item customers. |
| Print if ending balance is Negative? Zero?: | Select to include or exclude negative or zero balance customers. |
| Sort Statements by Zip Code | To help with bulk mailing, option to print in zip code order as opposed to Sub-Account order. |
| Positive with oldest balance: | If the box is unchecked for a column, customers with the oldest positive balance within that column will be excluded from the listing. |
| Exclude owners billed in latest cycle | Check to exclude sending an A/R statement to JIB owners who were billed in the latest JIB cycle. This option will allow you to print all owners with an AR balance who do not have a current JIB and, therefore, do not receive statements as part of the JIB cycle. |
| E-mail Statements to those with email addresses and print others | Check the box to automatically send an email of the A/R statement to customers with an email address on the Sub-Account > Contact tab. All other statements will print a copy. NOTE: Selecting View instead of Print will view all invoices (emailed and printed); it will not email the statements to the customers. You must select the print button and then preview. When the “red door” is used to close out of the preview, the screen to email the statements will appear. Additionally, this screen will provide the ability to defer the emailing of the statements. |
| Print Invoices for each statement | A copy of the invoice can be included with the AR statement. |
NOTE: If you wish to print the Accounts Receivable activity on the JIB statements, define the Last A/R Statement Date field on the Billing tab in the Extract Entries screen in the Revenue Billing module. The system will print the respective owner's AR account changes between the Last AR Statement Date and Check Date and AR Statement as of date [on the General tab of the Extract Entries screen in the Revenue/Billing] defined.
The Formatting and Footer tabs offer additional formatting options. By clicking Restore Defaults on the Formatting tab, all items in the Custom Heading Options section will be reset to blank values. The default comment can be changed on the Footer tab.
Emailing Statements
The email screen for A/R statements can be reached by selecting the Print button and/or Preview. Once you close out of the print option or exit the preview screen, the screen to email the statement will appear. The Email A/R statement screen can also defer the emails to a specific date/time and/or roll out the emails on a timer with a certain amount per hour or per day. Check the Defer delivery box and set the delivery start time and date.
NOTE: Optional substitution codes can reference a Sub-Account code or the Sub-Account name in the email's subject line. Simply insert ^9 or ^5 in the subject line of the email.
^9 will reference the Sub-Account code in the subject line of the email. To avoid having to remember the substitution code, you can check the box to the right of the Subject Line Append the customer or investor's Sub-Account code. If checked, the Sub-Account code will be attached to the subject line of each email being sent.
^5 will reference the Sub-Account name in the subject line of the email.
Substitution Codes:
Appendix Box
Open Item vs. Balance Forward Statements
Below is an example of the printed statement for Open Item. In this case, it only shows the invoices that are still unpaid (Open).
Next, we’ll run the same owner as Balance Forward. Notice the Balance Forward line. If statements are sent regularly, this should match the Balance Due from the previous statement. Next, it will show the detailed entries from the Date Range indicated on the General tab. Finally, the Balance Due.
