Sales - Running Statements in Agility Pro

Sales - Running Statements in Agility Pro

INTRODUCTION

At the end of the month a company will want to email or print the customers statements and this is how it is done in Agility.

RUNNING STATEMENTS

Navigate to Sales - Statements 
















In Agility Pro click Sales>Statements


When the Statements window opens set the following:

Statement Printer Setup 1  that the Printer you will be using is selected, 

Print Immediate 2 is selected this is required for emailing as well as printing

Crystal template 3 is selected. 

Then click 4 Set. 

This needs to be done for 5 Statement, Invoice and Credit


Override Account Printing
When selecting this drop-down menu appears:

This you can use when printing statements if you want to change which documents print at that point in time.

The above only needs to be done once unless you need to change the printer/template.

Select which accounts you wish to run the statements on.


Next, select the Balance Date. Then select the Statement Date. This must be done in this order, Balance Date first.






















Then click on Run Statements and enter your User ID


When prompted with the below, select Yes to email and No if you want to print


Click Yes on the next prompt


Click OK on the next window

 

If the statements printed/emailed as expected, click Yes


EMAILING STATEMENTS

In order to email the statements these need to be set up in the following way.

EMAILING STATEMENT SET UP

Make sure that the customer account has an email address associated with it. Go to Sales -Ledger Maintenance -Customer Details



Search for the Account



Here the user can determine what documents are sent if any 


Click on the 1 Web/Email tab and input up to two email address into the 2 fields, then click 3 Close or New if more accounts need to email addresses adding.



In the Accounts tab, there is the option for Balance Brought Forward and Open Items, the default is Balance Brought Forward and will show all outstanding for the current month, Open will show all outstanding invoices for all months.,


EMAIL PRINT SET UP

Navigate to File - Printing -Email Print Set Up


Select Statement from the dropdown


Type in a 1 Subject and an Email Message and select the 2 Template







To change the Minimum Statement value that is used. Go to Tools - Tools Menu - Company - System Parameters - Additional Parameters. Then go to the Sales tab and set the Minimum Value to Print to a positive number, this will prevent statements with values below the positive amount being sent/printed.


To attach a document to a statement run, place the document in the DIRECT MARKETING folder which can be found in the Templates directory:

To stop the document from being attached, it will need to be deleted/removed from the DIRECT MARKETING folder.


HIDE INVOICES AND CREDITS

If, an invoice has been sold in error and then a credit is done these can be hidden from being on the statement.
Go to Sales\Browse Customers\
Search for the customer
Select the customer and select DETAILS
Find the transactions and then select STATEMENT button for each one

Select YES


NOTE: If, you select the wrong ones then the totals at the bottom of the statement will be incorrect.

This will then show in Browse Customer Details as Rendered, with the date 31/12/2999


This can be reversed by clicking the Statement button again, and then clicking Yes to the prompt:


Printing/Emailing Statements from the Browse Customer Screen
There is also the option to email or print Statements from the Sales-Browse Customers screen.
Go to Sales-Browse Customers, and search for a customer.
Then click the Print Statement button, this will bring the Statement screen up, and prepopulate the First and Last Account with the selected customer, and the Statement date as todays date. The rest of the functionality is the same as it is above:


NOTES: If, you take a payment in the current month e.g. 1000 in December and then run statements with statement date 30th November the statement will show the payment and reduce current balance.
When this is matched the payment will be deducted from the aged balances.



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