Minimum Version Required: 22.01
Pre-Conditions
You must have the necessary permissions to access and utilize the Accounts Receivable Aging feature.
Accounts Receivable (AR) accounts must be set up within the system.
There should be existing open invoices for the AR accounts you intend to send statements to.
Email settings within the system must be configured correctly if you plan to email statements.
Steps
Navigate to Accounts Receivable Aging: Access the AR Aging report module within the system.
Apply Filters (Optional but Recommended): Use the available filters to narrow down the list of AR accounts. Common filters include:
Age in Days: Filter accounts based on how long invoices have been outstanding (e.g., over 30 days, over 60 days).
Balance: Filter accounts based on the total outstanding balance (e.g., only show balances over a certain amount).
Other criteria specific to your system (e.g., customer type, specific customer).
Generate the Report: Click the button to generate or create the AR Aging report based on your filters (this might be labeled "Create Report", "Run Report", "View", etc.).
Select Accounts: From the generated list, select all the AR Accounts you wish to send statements to. There might be a "Select All" option or you may need to check individual boxes.
Choose Statement Type and Delivery Method:
Click either the "Open Invoice Statement" button or the "Balance Forward Statement" button, depending on the type of statement you need to send.
From the options presented, select "Email" as the delivery method. (Other options might include "Print" or "Preview").
Review and Edit Email (Optional): An email preview window will likely appear. Review the default subject line and body text. Make any necessary edits to personalize the message or add specific details.
Send Emails: Once satisfied with the email content and recipient list, click the "Send Email" or equivalent button to dispatch the statements.
If Issues Persist: If you encounter errors during this process, or if emails are not sending as expected, please contact the support team. Provide them with the following information to expedite troubleshooting:
The specific steps you took.
Examples of AR Accounts that were affected or failed.
The exact text of any error messages received.
Fields And Definitions
Accounts Receivable (AR) Aging: A standard accounting report that categorizes accounts receivable according to the length of time an invoice has been outstanding. It helps visualize overdue payments.
Open Invoice Statement: A customer statement that lists all currently outstanding (unpaid) invoices individually, along with their dates and amounts.
Balance Forward Statement: A customer statement that starts with the previous balance, lists total charges, total payments/credits received during the period, and calculates the new ending balance. It doesn't typically itemize all open invoices unless specifically configured.
Filters (Age in Days, Balance): Criteria used within the AR Aging report to include or exclude specific accounts based on the age of their oldest outstanding invoice or their total outstanding balance.
Best Practices
Utilize Filters: Filtering the AR Aging report before selecting accounts ensures you are targeting the correct customers and reduces the risk of sending statements unnecessarily.
Review Selections: Always double-check the selected accounts before sending statements to avoid errors.
Preview Emails: Review the email template before sending, especially if making edits, to ensure clarity and professionalism.
Regular Cadence: Establish a regular schedule for sending statements (e.g., monthly) to maintain consistent communication with customers regarding outstanding balances.
Custom Reporting: For highly specific statement needs or automated scheduling beyond the standard options, consider building a custom report. If assistance is needed, Professional Services can help scope and build these reports (note: this may be a billable service).