Statements
You can produce statements to send to customers as part of your company's credit control procedures. Statements are usually issued regularly in the normal process of reclaiming debt. You can print statements at any time.
The statements contain the information shown here:
You can decide how your statements are printed and what transactions to include. You can:
- Choose whether to include paid transactions on your statements. This is set in the Sales Ledger settings Processing tab.
- Choose how to show the age of outstanding transactions on your statements. Choose:
- The number of ageing periods you want to use on the Sales Ledger settings Ageing tab.
- The length of each period (in days) on the Sales Ledger settings Ageing tab.
- How to age your transactions on statements on the Sales Ledger settings Processing tab.
- Choose whether to email statements to individual customers on the customer account Documents tab.
- Choose whether to send statements to the branch or the head office for your customers, on the Sales Ledger settings Options tab.
- Add messages to you statements.
(Specify which account is the branch and which is the head office, using the sales account Documents tab.)
If you are emailing statements, you must have:
- Chosen to use email statements on the customer account Documents tab.
- Entered the relevant email address on the customer account Contacts tab.
- The email address must be added to the preferred contact for the customer on the customer account Contacts tab.
- The preferred contact must have the Send Statement to role assigned.
Print and email statements
Open: Sales Ledger > Reports > Credit Control > Statements.
- Select Statements to printer and email.
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Select the Retrospective checkbox if you want to print statements as at a specified date.
Enter the retrospective date in the Base Date for Ageing box on the report criteria. All transactions that are outstanding, according to their Allocation Date, appear on the statement.
- Click Run. Use the report criteria to specify the customers that you want to send statements to.
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Click OK.
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The statements for customers using email statements are sent to the Inbox of your email system.
From your Inbox, you can check the email address and change it if required. You can then send the statements to each customer.
- The statements for customers using paper statements are sent to the printer or spooler depending on the default printer settings in Sage 200.
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Print statements only
Open: Reports > Credit Control > Statements.
- Choose All statements to printer.
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Select the Retrospective checkbox if you want to print statements as at a specified date.
Enter the retrospective date in the Base Date for Ageing box on the report criteria. All transactions that are outstanding, according to their Allocation Date, appear on the statement.
- Click Run.
- Use the report criteria to specify the customers you want to send statements to.
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Click OK.
All statements for the selected customers are sent to the printer, or spooler depending on the default printer settings in Sage 200. This includes statements for customers where you have chosen to use email statements on the customer's account.
Save statements to cloud document storage
You can set up Sage 200 to save customer statements to cloud document storage when you print (or email) them, so that they can be viewed by everyone.
Customer statements that have been saved to cloud document storage can be viewed in PDF format.
Open: Sales Ledger > Customer List, then select the customer and click View in Document Storage.
- The customer's folder is displayed in cloud document storage. The Statement folder contains statements for the customer.