To fax or e-mail a single statement:Use the Print Statements screen to fax a single statement to a customer. This is useful if you found you have missed sending a statement to a customer during the process of batch faxing statements at the end of the month. Before you begin this procedure, be sure that you have set this customer up to receive faxed statements. For more information, see Defining Customer Records for Faxed Statements and Defining Fax Statement Parameters.
To fax or e-mail a single statement:
From the A/R menu, select Print Statements to display the Print Statements screen.
In the Data Through field, enter the fiscal end-of-month or the statement date. The default entry is the current date, but you can change this.
In the Age as of field, the system populates this field with the Data Through date. This is the default date but you can change this, if circumstances warrant it. For example, if you are running a statement for a customer from a prior period, you might need to use a date other than the one after the Data Through date.
In the Home Branches field, enter the branch or branches for which to fax the statement.
Include Blank Home Branch field, enter one of the following:
Y, if your customer has not been assigned to a home branch. This is the default.
N, if your customer has been assigned to a home branch.
In the Sale Branches field, enter the sale branch or branches for which to fax the statement.
In the Customer field, enter the name of the customer to whom you want to fax a statement.
In the Statement Options field, press F10 and select Individual Customer.
In the Also Print Invoices field, press F10 and select one of the following to determine whether in addition to the faxed statement, you want to send additional invoices:
Batch Ready Invoices – Prints any of a customer's invoices currently ready for batch printing.
All Open Invoices – Prints all of a customers unpaid and partially paid invoices.
Statement Month Open Invoices – Prints the customer's current month's unpaid and partially paid invoices.
No – Prints only statements and includes no invoices.
In the Ovrd Cust Batch Stmt Flag (Y/N) field, indicate whether or not to override the print flag parameter defined in the Batch Statement field on the Customer Pricing/Printing screen:
N – Does not override the Batch Statement field settings. This is the default.
Y – Overrides the Batch Statement field settings.
Note: Access the Customer Pricing/Printing screen from the Files > Customer menu, Pricing hot key. For more information, see Customer Maintenance.
Leave the Batch Sort by Zip/Name field blank.
Use the Msg hot key to move the cursor to the Statement Message field. Enter a message that you want to appear with each faxed statement. For example, you might thank your customers for their business, or include other relevant and timely information.
Use one of the following to send the statement to the customer:
Use the Hold hot key to process the statement. The statement is sent to the Outgoing Fax Status Queue for faxing according to the settings on the Fax Memo screen. For more information, see Setting Up Customers to Have Statements Faxed. A message is displayed at the bottom of the screen when the statement is faxed.
Use the E-mail hot key to send the statement as an attachment to an e-mail message. You must have the Outbound E-Mail companion product to e-mail statements. See Sending E-mails for information about sending the e-mail with the attachment.
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