Statements

Program #:   1508

Module:    Accounting

Overview

Use Statements (program #1508) to define parameters for statements and to generate statements.

Navigating to Statements

Use the following steps to access Statements:

1.  From the main SBN toolbar, select Menu.

2.  From the drop-down menu, select Go To.

3.  In the Go To Program dialog box, type in "1508" and press ENTER.

  w The Statements window opens.

Statements Options

You can manipulate the Invoice Print Report functionality through the use of the following options. For detailed information on an option and its default setting, see SBN Options.

Option bl034 - Use to define the minimum open balance, in cents, included in statement calculations for the contract. SBN bases the calculation on [amo - paid - wof_amo]. When on, option bl033 must be off.

Option bl130 - When on, SBN ignores the minimum open balance defined by option bl034 when calculating interim statements.

Option bl162 - When on, SBN includes all accounts with credit balances (+) in the Statements Export whether or not the accounts have recent activity.

The Statements Window

The following graphic shows the Statements window as the program opens.

Field/Column Descriptions - Searches and Search Results

The following table describes the fields and columns used in the search and search results panes of Statements.

Field Descriptions - Details

The following table describes the fields used in the Details pane of Statements.

Using Common Functions

See the reference document Common Functions in SBN for more information.

Calculating Statements

Option bl034 defines the minimum open balance (in cents) included in statement calculations for the contract. For example, to define a minimum open balance of $10.00 define this option as 1000.

Note: If option bl034 is on, option bl033 must be off.

When you calculate statements, Statements provides several fields for selecting specific parameters for generating statements.

Use the following steps to calculate statements:

   1.    In Statements, choose Calculate.

‰    Fields in the lower pane of the window fill with statement information, but open for entering calculation parameters.

   2.    Enter the following information, as needed:

l    In Statement Date -- select date to print on the statements. (When you select the Open Item Statement check box, SBN prevents you from editing this field.)

l    In End Date - select the last transaction date to include in the statement calculation. This date updates the last statement date in the Contract Master program and affects all contracts on the account when you create the batch. (When you select the Open Item Statement check box, SBN prevents you from editing this field.)

l    In Minimum Period - type the number of days since the last statement was created for the contract. (When you select the Open Item Statement check box, SBN prevents you from editing this field.)

l    In Account Range - type a range of account numbers to include in the statement batch.

l    In Exclude - enter a check mark if you want to exclude the selected account range from the statement batch.

l    In Calculate Interim - enter a check mark if you want to run an interim statement. (When you select the Open Item Statement check box, SBN prevents you from editing this check box.)

Note: Statements do not print for those accounts that are flagged as interim unless you select the Interim flag, or select the Print Statements flag on the billing account.

Note: If option bl130 is on, SBN ignores the minimum open balance defined by option bl034 when it calculates interim statements.

l    In Open Item Statement - enter a check mark if you want to run open item statements. (An open item statement lists all open financial items for an account including invoices that are not paid in full, unapplied credits, etc.)

l    In Description - type a text description for this batch of statements.

l    In Dealer - select a dealer ID if you want to limit the batch to include only accounts associated with the selected dealer.

   3.    Choose Calculate.

‰    The lower pane of the window displays the calculation process.

   4.    Choose Exit.

Exporting Statements

Once you have calculated statements, you can export them to print. When you export a batch of open item statements, SBN produces statements for every billing account within your specified batch parameters that has an X in the Print Statements field of the Contract Master (program #548) Billing Accounts tab, and has a balance greater or less than zero, or had transaction activity within the statement period.

Note: When option bl162 is on, SBN includes all accounts with credit balances (+) in the Statements Export whether or not the accounts have recent activity.

Use the following steps to export statements:

1.    In Statements, choose Export.

2.    If you have more than one statement export, select the correct export from the list. If you only have one export, SBN automatically opens the Statement Export dialog box.

‰    The Statement Export dialog box opens.

Note: The upper pane of the Statement Export dialog box displays information from the last run statement calculation. The fields can vary depending on company requirements. This graphic shows a generic example of the Statement Export dialog box.

3.    Complete the fields, as needed.

4.    In Output File - type the name of the file.

5.    Select Run Export.

Function Button Descriptions

The following table displays the buttons, describes the shortcut keys, actions, and functionality.

Modifications and Updates to Statements

The following table lists modifications and updates to the Statements document.