The Statement Terms and Comments are used in the Statement Print Process. If you do not want to use a feature, leave it blank. You may also set up the process of Aging your customers.

If you Back Post an item (invoice, adjustment, etc...) and apply it fully within the current period, the item will not appear on the current statement.

The Statement Terms will be printed on each statement. Examples of Statement Terms:  Net 10 Days, 2% 10 Days  Net 30.

The Statement Comments and Bottom Comment will print on ALL statements. There are two lines available for the Statement Comment and one line available for the Bottom Comment.

The Statement Print Program Name is the name of the specific program that sets up the alignment for your statements. This is setup at the time of installation. Do NOT change this without first contacting the Perfection Software Support Department.

For the statement print program, STATEMENT.PRINT.PS6, only - if the AR customer number is setup in the MASTER FILE in TCL (item SP.CUST.RUNBAL), then the statement will print a running balance format. This item has to be setup manually at TCL using the editor. Example:  U MASTER SP.CUST.RUNBAL. Enter the 10-digit customer number on an empty line. Do NOT change this without first contacting the Perfection Software Support Department.

You have the choice to suppress printing zero balance items that are older than one week on the Weekly Statement Print.

The Aging Type is a very powerful part of the system. You may Age the Customer by the Accounting Period or by the Invoice Date, Due Date, or Discount Date of the invoice.

If Aging by the Period, the Customer will be Aged according to the Accounting Period, regardless of their Billing Period (Weekly or Monthly). The Aging Periods will be:  0-30, 31-60, 61-90, 91-120, 120+. Enter a <P> and press <ENTER> to age by Period.

Use caution in Aging by Period because of the limitation of this type of Aging. For example:  If you do your statements on the 25th and Age by Period, those invoices from the 25th to the last date of the month will be aged and not be displayed on the next statement if applied before the next aging. It is recommended that you Age by Date.

You may Age by Invoice, Discount or Due Date. The Invoice Date is the date entered, not posted, with the exception of Dated Billing. This is the most accurate form of Aging. The Aging Periods will be - Weekly Customers:    0-7, 8-14, 15-21, 22-28, 28+;  Monthly Customers:  0-30, 31-60, 61-90, 91-120, 120+. Enter a <D> and press <ENTER> to age by Invoice Date. Enter a <DI> and press <ENTER> to age by the Discount Date. Enter <DD> and press <ENTER> to age by the Due Date.

If you change the Aging Type you will see the following warning:  “Changing the way you Age your Customer Accounts will not work properly unless the flowing items are addressed:  1. The Statement Listing of Future Invoices will not report correctly. 2. The AR Aging will be based on Due Date instead of Invoice Date. 3. Due Dates will not appear on Statements and Invoices. And 4. Custom programming will be required if changes are required.” To confirm the change, enter <YES> and press <ENTER>. To not make the change, <ENTER> at the <NO> prompt.

The Aging appearing on a Statement will be calculated from the entered Statement date. The Aging on Aging Reports will be calculated from the system date. This will give you an up-to-the -day aging for your customer.

The system will automatically calculate the due date for the Dated Billing based on the Billing Period of the customer (Weekly or Monthly). The due dates appear on the Statement, instead of the original invoice date.

If Weekly, the due dates will be in 7-day increments from the invoice date. For example:  If the invoice date is 9/1/XX, 3 payments, weekly, - the due dates would be - 9/1/XX, 9/8/XX, and 9/15/XX.

If you are giving a Weekly customer a Monthly Dated Billing, you must first change the customer to Monthly in "Customer Entry" before posting the Dated Billing. After posting, remember to change the customer back to Weekly. The Billing Period at the time of posting affects the Dated Billing, not the invoice date.

If Monthly, the due dates will be in approximate 30 day increments from the invoice date. For example:  If the invoice date is 9/1/XX, 3 payments, monthly - the due dates would be 9/1/XX, 10/1/XX, and 11/1/XX.

Rolling the last day applies to Aging by Date only. This allows the system to roll the customer accounts based on the close of Accounts Receivable. Enter the last day of the previous month to cut of at for rolling the customer accounts, and press <ENTER>. If you run weekly statements or close the Accounts Receivable on the 25,  and run statements on the 26th, it is suggested you enter 25. Otherwise, enter 31.

The Weekly Aging Day of the Week applies to Aging by Date only. "Weekly Aging Day of Week" is used for Aging your Customer information. You should use this date for your Weekly Statements, so that the Aging will be consistent and correct. If you want your Aging Report to match your Weekly Statements, you should enter this date for your Aging Date. Enter in the day of the week that ends your Weekly Billing Period, and press <ENTER>. The valid entries are:  MON, TUE, WED, THU, FRI, SAT, and SUN. To use the System Date as your Statement Date, just press <ENTER>.

Example:  The end of the Weekly Billing Period is Thursday. You set the "Weekly Aging Day of Week" to be THU. The default date for the Statement and the Aging Date will be the previous Thursday, if the System Date is Friday - Monday. This is five days after the date selected (including the Statement Date). If the System Date is after the 5th day, the default will be the next Statement Date.

The Aging Period is in increments of seven, back from the Statement/Aging Date. In this example the current date is 9/30.

Aging

Block                Day of the Week                        Example

0-7                Thursday - Previous Friday                9/30 - 9/24

8-14                Thursday - Previous Friday                9/23 - 9/17

15-21                Thursday - Previous Friday                9/16 - 9/10

22-28                Thursday - Previous Friday                9/9 - 9/3

28+                Thursday & Beyond                        9/2 - back

If "Weekly Aging Day of Week" is left blank, the Aging Period will be in increments of seven, back from the System Date. If the Statement or Aging Report Date is changed, the Aging Period will be in increments of seven, back from the date selected.

The Monthly Aging Day applies to Aging by Date only. "Monthly Aging Day" is used for Aging your Customer's information. You should use this date for your Monthly Statements, so that the Aging will be consistent and correct. If you want your Aging Report to match your Monthly Statements, you should enter this date for your Aging Date. Enter in the Month's Date that ends your Monthly Billing Period, and press <ENTER>. If the Monthly Billing Period is the last day of the month, enter 31. To use the System Date as the default for Aging, just press <ENTER>.

Example:  The end of your Monthly Billing Period is the 25th of the month. You set the "Monthly Aging Day" to be 25. The default date for Statements and Aging Date will be the 25th of the month, if the System Date is 25 plus 10 days. After 10 days, the default date will be the next 25th.

The Aging Period is in approximately 30-day increments, depending on the number of days in the month, back from the Statement/Aging Date. In this example, the Monthly Billing Period is 9/25.

Aging

Block                Example

0-30                9/25 - 8/26

31-60                8/25 - 7/26

61-90                7/25 - 6/26

91-120        6/25 - 5/26

120+                5/25 - back

If the "Monthly Aging Day" is left blank, the Aging Period will be in increments of 30 days, back from the System Date. If the Statement or Aging Report Date is changed, the Aging Period will be increments of 30 days, back from the date selected.

You may have the system automatically put a customer on Hold when their account is past due by a specified number of days. The past due date will be calculated from the current System Date, not the end of the month. This feature is turned on by entering the number of days past due for the Hold to occur. For example:  if you want all accounts that are 90 days past due put on Hold, enter 90 in this field. If this field is left blank, this feature is turned off.

Credit balances will not cause the account to be put on Hold. Disputed invoices will cause the Hold.

For Balance Forward Customer, you may have the system automatically apply the Unapplied amounts and Open Balance Credits to the oldest debt during the Balance Forward Roll. This feature only applies to Balance Forward Customers.

You have the option to disable the Email and Fax flag for All Customers. This is useful if you want to print all statements, without having to go back through each Customer’s Statement Flag in “Customer Entry” (6.1.1 field 26). Be sure to enable this feature after you print the statements.