Sending Statements to Billtrust Using FTP

Use the Print Statements screen to generate a .csv file encoded with all of your statement information and send it to Billtrust's FTP site. Billtrust then creates professional statements from the data provided and sends them to your customers. You can generate statements based on a variety of parameters, including due dates, branches, zip codes, and customer names.

Note: You cannot generate a statement batch while another is running. You can, however, generate an invoice batch at the same time, if needed.

To send statements to Billtrust using FTP:

1. From the A/R menu, select Print Statements to display the Print Statements screen.

2. In the Data Through field, enter either the fiscal end-of-month date or the statement date. The system populates this field with today's date, but you can change it, if needed.

3. In the Age as of field, enter the date from which to age the invoices. The system populates this field with the date from the Data Through field, but you can change it, if needed. For example, if you run a statement for a customer from a prior accounting period, use an earlier date to age the invoices.

4. In the Home Branches field, enter the number that represents the branch (or branches) for which to generate statements. For example, to generate statements for branches 1 and 2, type 1,2.

5. In the Include Blank Home Branch (Y/N) field, to include those customers for whom no home branch has been assigned, enter Y; otherwise, enter N.

6. In the Sale Branches field, if you sell product out of other branches than the home branch, enter the number that represents the sale branch (or branches). For example, to generate statements for branches 1 and 2, type 1,2.

7. In the Customer field, do one of the following:

8. In the Statement Options field, enter one of the following:

• Individual Customer(s) – Includes only the customers whose names you entered in the Customer field.

• All Batch Stmt Customers – Includes all customers who have an entry in the Batch Statement field in their customer record, regardless of their balance.

• Positive Balance – Includes all customers who have a balance greater than zero and who have an entry in the Batch Statement field in their customer record.

• Current – Includes all customers who have a balance that is not past due and who have an entry in the Batch Statement field in their customer record.

• 31-60 – Includes all customer who have a balance that is from 31 to 60 days past due, irrespective of whether or not they have an entry in the Batch Statement field in their customer record.

• 60-90 + – Includes all customers who have a balance that is more than 60 days overdue, irrespective of whether or not they have an entry in the Batch Statement field in their customer record.

• Negative Balance – Includes all customers who have a credit balance, irrespective of whether or not they have an entry in the Batch Statement field in their customer record.

9. In the Also Print Invoices field, enter one of the following:

• Batch Ready Invoices – Includes all invoices with a print status of B along with the statement.

• All Open Invoices – Includes all open invoices for each customer along with the statement.

• Statement Month Open Invoices – Includes all invoices that appear on this month's statement.

• No – Does not include any invoices. Recommended setting.

Note: If you print statements and invoices, the batch number will include an S (statement) or an I (invoices) in case you need to resend them.

10. In the Ovrd Cust Batch Stmt Flag (Y/N) field, to override the print flag parameter set in the Batch Statement field on the Customer Pricing/Printing screen, enter Y; otherwise, enter N.

11. In the Batch Sort By Zip/Name field, enter one of the following:

• Zip – Sorts first by ZIP code, then by bill-to account, and then by ship-to account. Sort your statements by ZIP code if your company takes advantage of reduced postal rates by sending statements as presorted first class mail.

• Name – Sorts first by customer name, then by bill-to account, and then by ship-to account.

Note: The system default value for this field is set in the Default Invoice/Statement Sort control maintenance record.

12. In the Customer Statement Cycle field, indicate for which customer group to generate statements. Customer groups are typically identified by how often you send the customers statements, such as at the end of the month or on a specific date each month.

Note: Codes are set up in the Valid Customer Statement Cycles control maintenance record, and are assigned to customers on the Customer Pricing/Printing screen in Customer Maintenance.

13. In the Send via FTP (Y/N) field, enter Y.

Note: You can change this field to N to print, fax, or e-mail your own statements at any time.

14. To change the standard message that prints on all of the statements, use the Msg hot key to move the cursor to the Statement Message field. Enter the information and press Esc to save it.

15. Do one of the following:

Note: We do not recommend scheduling statement runs that include invoices, as this may cause unexpected results.

See Also:

Eclipse Interface for Use with Billtrust Overview

Sending Invoices Using FTP

FTP (File Transfer Protocol) Concepts