How To Generate And Print Statements

This document describes the process of generating and printing statements and invoices.

Collect! calculates invoices and statements when you select the Generate Statements option in the Month End menu or when you choose Monthly Reports - Generate Statements from the Print pull-down menu.

Statements must be generated before they can be printed.

Month End Statements

At Month End do the following from the Month End menu:

1. Run the Generate Statements routine at the end of the last active day of the month.

2. Print Statements for the 1st of the next month.

3. Print the Receivables Summary report.

4. Print the Payables Summary report.

For each active Client, the Debtor transactions, Client payments and 30/60/90 day accounts are totaled and listed when the statements are generated.

5. Enter the Date Range. (e.g., 8/01/2008 - 8/31/2008)

By default Collect! inserts a From and To date range for your invoices.

Up to and including the 14th of the month the system will default to generating statements for the last month. From the 15th of the month on the default date range will be set to the current month.

For example, if the date is January 14th, 2008, the system will default to generating statements for the date range December 1 to December 31, 2007. When generating statements on or after the 15th of January the range would be set from January 1st to January 31st, 2008.

Arbitrary Time Periods

You can also calculate statements for arbitrary time periods. Please note that Collect! searches for any statements with a statement date of 1 plus the last date being accounted for, and asks to delete those statements.

You should be sure to browse existing statements before and after generating statements to be sure the system has done what you expected.

You can also create invoices manually, or edit the invoices yourself if you need to make some changes.

Invoice Dates

The date ranges for invoices are important. For example, you may generate statements for January, in which case the From date should be 01/01/08 and the To date should be 01/31/08. The resulting invoice date will be 02/01/08, and any generated invoices will contain information about transactions which occurred within the To and From time period inclusively.

Generating Statements After Month End

At times you may wish to generate and print statements after a month end period. Normally Collect! expects you to generate statements on the last day of the month after you have entered all debtor transactions and client payments for the month. In some circumstances you may not have time to complete this before the last day of the month.

1. When you are looking at the Main Menu screen in Collect! choose the Month End option. This will open the Month End menu screen

2. Choose Generate Statements.

3. Accept the default date range or select different From and To dates. All transactions posted over that date range will be analyzed when building the statements. For best results, choose a one month date range. For example, October 1 to October 31st. Collect! will give your statement a date that is one day after the last day in the range you choose. In the example just given your statement date would be November 1st, that is, one day after the date you put on the To date field.

4. Leave the Client # blank.

5. Click OK.

6. If invoices already exist and Collect! prompts, click Yes to delete them.

7. Enter a starting check number when prompted.

8. Collect! will tell you when it's done.

To Print The Statement You Just Created

1. Open the Month End menu again as described above.

2. This time, choose Print Statements. Please note that you must generate statements before you print them.

3. Accept the default date range. This date should be one day after the last day of your statement range. Both the From and To dates display the same date. In the example just given, you would see November 1st in the From and To date fields.

If you generate statements for January 1st to 31st, the statements will be dated February 1st. Statements generated for February 1st to February 28th would be dated March 1st and so on. In every case, when you prepare to print your statements, you put in a From and To date that is 1 day after the last date you included in your statement range when you generated them.

4. Leave the Client # blank.

5. Click OK.

6. Choose Letters or Mailing Labels.

7. Choose Print in the Print dialog.

See Also:

- Print Report

Printing Statements

You can print statements in a batch or individually. Several methods are given below.

You must generate statements before you can print them.

To Print The Latest Statements

To print all statements and invoices for the last Month End period:

1. Open the Print menu.

2. Select Monthly Reports and choose Statements.

3. Accept the default date and Client ranges.

4. Print the statements.

To Print Any Individual Statement In The System

To print any statement in the system:

1. Open the Browse menu and select Statements.

2. Select the Invoice you want to print.

3. Open the Print menu and select Reports and Letters.

4. Select the 'Statement' or 'GStatement report' and print.

OR

Select the 'Check' report and print.

See Also

- Month End Process
- Troubleshooting Month End