Statements
Prerequisites
A/R Statement Template
To create the A/R Statement PDF which is sent to your clients, first navigate to the menu Setup -> AR Statement Template and create one or more templates. Click “View Merge Fields Documentation” to see all HTML fields available for your use on the template. This requires HTML knowledge to design. If you need assistance please contact Naviga Support.
In the HTML tab, design the HTML template and save it. You can choose this form to be the default for the advertiser in the AR Setup node on the advertiser account maintenance screen. Below is a sample statement to get you started.
Link Templates for Use
For the system to be able to use the templates, they must be linked to where they will be used.
The A/R System Parameters - Set the default templates here. Three different templates can be set:
Default Naviga Statement Form
Default Naviga Statement Form for Agencies
Default Naviga Statement Form for Parent Companies
Optional - if you support multiple forms languages, set the form for each language on the A/R System Parameters (above) and set the language on the customer (Name Maintenance -> A/R Node)
The System Company Setup can override several of the A/R default settings by company. Navigate to System Settings Module -> Setup -> Company Setup or G/L Module -> Setup -> Admin -> Company Setup. If you wish to override the A/R default from above for one or more companies, then select it here.
Optional - Set form and/or logo overrides per customer - This can optionally be set on accounts that require a different form template than other accounts. (Name Maintenance -> Advertising Node)
And then finally - when actually processing the statements, there is an override available. Leave that override BLANK if you do not wish to override all the statement forms on that batch. If you DO wish to override the template for the batch, go ahead and select an override from the dropdown. The default is for the override during statement processing to be blank.
So to re-iterate, here is the hierarchy
A/R System Header - this is the default
Company Setup - this will override what is set on the A/R System Header
Customer Name Maintenance - this will override both of the above for that customer
Statement processing - this will override all the above
Auto-Clear Client Balances
Navigate to the menu Statements -> Auto-Clear Client Balances
This feature is designed to run pre-statement process which selects all open invoices for a customer, selects a credit card on file that has been designated as the balance pay off card. This allows user to charge total outstanding balance in one transaction prior to sending out statements. It also provides a report that indicates any declines.
Navigate to the menu Customers -> Name Address Maintenance and choose a client in the drop-down menu. Click the A/R node on the tree. Choose in the drop-down of the field “Auto-Clear Balance” a credit card on file. If none is present, enter one in the node “Cards on File” on this screen. Save the settings.
Navigate back to the menu Statements -> Auto-Clear Client Balances.
Run the query to search by Client Group, Company, aging method, credit controller and age of balances. You can also use the credit controller on the account, amounts fields and include COA or not. Click “Get Clients”. These are the clients who have unpaid invoices organized by age bucket.
Check the box(es) for the ones you’d like to process, or select all by clicking the box in the dark blue header bar and click “Process Payments”.
The screen lists any errors causing this transaction to fail, so that you can correct it. The screen also displays a tab to show successful transactions giving you a report of the transactions which went through.
Once the Auto-Clear process is run, you are ready to produce and send out statements.
Default Statement Parameters
Navigate to the menu Statements -> A/R Statements
Click on “Default Statement Parameters” to setup the default values in all A/R Statements. These are just a basis on which to start but user can create their own templates for the statements and override any of these parameters.
Navigate to the menu Statements -> A/R Statements. Click on “Default Statement Parameters” to setup the default values in all A/R Statements.
You can click on any of these parameters’ boxes to change the value from “No” to “Yes” to activate the parameter.
“Display the Full Pay Amount on the Partial Payments”, when set to “Yes”, the statement shows not only the Applied Amount, but also the full payment amount. If one payment is applied to multiple invoices, these amounts would be different.
“Exclude Cash on Account for Pre-Payments” is the field which when set to “Yes” would not show in the statement the cash on account applied to the prepayments on any invoices.
“Exclude Cash on Account if no Invoice Type” when set to “Yes” would exclude from the statement cash on account available in the system but not assigned to a specific invoice type. Only the cash marked as assigned to an invoice type would display. (Invoice Type = Module elsewhere in the system). An internal user creating a COA payment in Cash Receipts is required to enter a module, so GENERALLY there will always be an "Invoice Type". However, a client entering a prepayment in the Portal , does not select a module - so setting this to Yes could exclude COA entered through the portal. If Exclude COA on Prepayments is YES, portal prepays will be excluded regardless of this setting b/c they would already be excluded from the other setting.
“Suppress Display of Credits” when set to “Yes” would not show on the statement the credits this advertiser(s) has.
“Suppress Display of Payment Information” when set to “Yes” would not show the payment details on the statement such as the type of payment being credit card or cash.
“Include Service Charges” if set to “Yes” displays on the statement any service charges which the advertiser was charged on orders.
“Consolidate Statements to Parent Company” if set to “Yes” would add up to display the children companies’ statements on the parent company statement.
“Separate Statements by Company” if set to “Yes” and you are running statements for different companies set up in the system, then each company displays the statements for the advertisers assigned to the specific company. (This is YOUR internal companies, not Advertisers)
"Separate Statements by Advertiser" is for Agencies. If one Agency has 5 clients a "No" answer here will product one Statement for that Agency. A "Yes" answer here will produce 5 separate statements, one for each Advertiser Account. See Name Maintenance for information about sending the statement to different Agency Contacts for different clients.
Suppress Balance Forward Details: When checked, then the system uses the “Suppress Details Before Date” set on the Generate Statement screen to suppress the invoice (open and paid) details as well as the payment details.
Include Detail for Credits Applied in Current Period: When checked, and running a Balance Forward type statement, the details of past invoices WILL be displayed if there is a credit on that invoice in the current period.
Sort Option is a drop-down menu which allows you to sort the statement information by Bill-to name, ID or Postal code.
Print message if balance is between n-nn days is a free entry field where user can enter a message which they would like to be printed on the statement depending on the number of days the balance is due. So, if the balance is due 0-30 days, you can enter a message different from if the balance is due 31-60 days and so forth. The advertiser will see this message on the statement.
Generate A/R Statements
Then click on the node “Generate A/R Statements” to begin setting the remaining parameters. For example, “Suppress Details Before Date”, when a date is entered in this field, the statement hides paid invoices before this date. Whether open invoices prior to this date are displayed will be dependent on the Statement Parameter for Balance Forward Suppress Detail setting. If that is set to yes, then all invoices prior to that date will be lumped into a “Prior Balance” total. If that is set to no, then unpaid older invoices will be displayed.
A/R Statement Parameters (top section)
Report Detail: Options here are Detail or Summary. If summary is selected, the date options below will be hidden. A detailed report will display fully paid invoices if the payment was taken between the date range "Include Items up to Date" and "Suppress Details before Date." The Summary Report will only include open invoices
Aging Method: Options include age by invoice date or age by due date. This will affect the aging bucket totals that are generally shown as a summary on the statement.
Date to Use: Options here are "Use Check Date" which means use the date of the deposit, or "Use Applied Date" which means the date that the payment was actually entered into the system.
Include Items up to Date: This will only be displayed if the report detail is set to "Detail" - and it will affect the payment/credit details that would be included in the event that there is a partial payment on an invoice. (This will be the end date of the details to include)
Suppress Details before Date: This will only be displayed if the report detail is set to "Detail" - and it will affect the payment/credit details that would be included in the event that there is a partial payment on an invoice. (This will be the start date of the details to include)
Companies: This will include one or more system companies in the statement output
Currencies: This will filter the batch for only a particular currency
Modules: This will filter the batch to include only invoices from certain modules. Leave blank for all.
Comment: This comment will appear on the statement. It is using this tag -
Customer Selection Criteria
Fill in any desired Customer Selection Criteria here. If no data is entered here, statements will be printed for all customers who receive statements
Clients: Select one or more customers from the dropdown if the desire is to print a statement for just a few specific clients. They must be selected or searched for one at a time, and then click the + to add them to the list box above.
Credit Controller: select a single credit controller from the dropdown to filter the results for only clients belonging to a certain controller. Leave this blank to return all controllers.
Client Group: Select one or more client groups if you are using client groups in the system.
Zip Code Ranges: To filter by a group of zip codes, use these from/two fields and click + to add them to the criteria. More than one range can be added.
Country Group: Select one or more country groups to be included, if desired. Country groups are created in Address Setup
Countries: to select one or more specific countries, user can select from this dropdown.
Min/Max Account Balance: to filter only specific account balance ranges use these fields
Days Past Due: if the desire is to only send statements to clients who are past due a certain number of days, enter the number of days here. Leave blank (or zero) if it is not desired to use this filter.
Client Type: The options in this dropdown are hard coded and not setup anywhere in the system. Options include Agencies only, Advertisers only, or collection agencies only.
Advertising-Specific Selection Criteria
Use these options to filter ad module specific items
Specific Products: This option should only be used if you run invoices by individual products. Select a product and click the + to add that product to the list box above the selector. Can add more than one product if desired
Product Groups: Select one or more product groups to include in the statement batch. This can be left blank to include all.
Advertiser client types: These are client types set up in the ad module. Select one or more as desired, or leave blank to include all.
Other Module-Specific Selection Criteria
These include Exhibition-Specific Criteria to filter your results. select an exhibition and click the + to add to the list box above if it is desired to include invoices for certain shows. This can be left blank to include all.
Statement Parameters
You can also override the default parameters in the bottom of the screen. Please see the Default Statement Parameters above for details on what these fields are.
When finished, click on “Generate Statements” and the system prompts you save this as a template to be used later without having to set all these parameters every time you want to generate a statement. Use a bit of caution when creating templates - they can be overwritten, but they cannot be deleted or renamed - so unless you are in your test system, you might not want to create a bunch of test/sample templates with unhelpful names.
You can override the statement default templates here and you can also choose to run the live batch or a test batch. Test batches won't actually email out the pdf or link the statement to the client account. A live batch will email the statements to customers who have been configured to get emailed statements in Name / Address Maintenance.
If using Fabsoft forms click the node “View Reports” and the screen displays all reports with a hyperlink to PDF. If using HTML forms, click the “View Batches” node instead.
Once in the list of batches click the pdf icon to see and print the batch of pdfs (could take a few minutes to complete if you have a large batch). To see individual pdf's, click on the batch number and then find the customer you would like to see and click the pdf icon just for that customer.
The delete button on here will delete the batch - seriously...it will actually delete the batch - Don't click it unless you want to delete the batch and all the statements in the batch.
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