About the statement processing workflow

When you create a customer, it gets the default statement processing settings of the customer class it belongs to. For each customer, you can change the following settings related to statement processing:

• Statement type: You specify what type of statement a customer prefers, balance-forward or open-item. For details, see Statement cycles - overview.
• Print statements: You select this check box if you want to make statements of this customer available for mass-printing in the Print statements (AR503500) window. For details, see Print customer statements or send them by email.
• Send statements by email: You select this check box if you want to make statements of this customer available for mass-emailing in the Print statements (AR503500) window. For details, see Print customer statements or send them by email.
• Multi-currency statements: You select this check box if you want statements of this customer to be created in multi-currency format. Such statements are displayed for mass-processing (printing or emailing) if the Foreign currency statements check box is selected in the Print statements (AR503500) window. For details, see Statement cycles - overview.

If needed, you can modify the Customer statement (AR641500) report (for local customers) or the Customer statement (currency) (AR642000) report (for foreign customers) to format the statements to better meet your needs.

Before you prepare statements, make sure that you have applied open payments from customers to the corresponding invoices (if any) and calculated any overdue charges to avoid incorrect calculation of aged balances.

You use the Prepare statements (AR503000) window to prepare statements for all statement cycles or for only selected ones. The system prepares statements in the appropriate format required for printing them or sending them by email to customers. When statements are prepared, you can view them, regenerate them (if, for instance, you have discovered that a document was missing), print them, or send them by email.

Because the process of generating statements may require significant time, you should schedule it to be performed at the most convenient time. For details on preparing statements, see Prepare customer statements.

You can preview a statement that you have printed or emailed by using the Print statements (AR503500) window.

Also, Visma Net provides the following inquiries that display a detailed statement history:

• By statement cycle: Statement history summary (AR404000)
• By customer: Customer statement history (AR404600)

Prepared statements will not be affected by new transactions. If you discover some missing documents after the customer statements have been generated, you can create and release these documents and then regenerate the statements. Printed and emailed versions of the updated statement are marked with appropriate notes if previous statement versions have been printed or emailed already (the Printed and Emailed check boxes, respectively, of a statement are selected).

You can regenerate statements by using the following windows:

• Print statements (AR503500). You use the Regenerate statement action in this window to regenerate statements for customers of a particular statement cycle.
• Customers (AR303000). You use the Regenerate last statement action in this window to regenerate the most recent statement of the selected customer.
• Statement cycles (AR202800). You use the Regenerate last statement action in this window to regenerate statements of the selected statement cycle.

You can print statements on paper to send them to customers by postal mail, by using the Print statements (AR503500) window. The Print statement action marks processed statements as printed or the Printed check box of each statement is selected automatically. For details, see Print customer statements or send them by email.

You can generate emails with statements by using the Print statements (AR503500) window. The Email statement action marks processed statements as emailed or the Emailed check box of each statement is selected automatically. The system generates the body of the email and the attachment according to the settings of the STATEMENT mailing. For details, see About mailings for customers.