An update has been made to the Debtor Statements System. The ability to apply specific messages based on amounts in the 4 accounting periods and additionally what day of a 30 day debtor period to apply the message. The below is a combination of changes made in particular areas that are associated to the Debtor Statements system to cater for this.
Debtor Configuration
The following changes have been made to the Debtor Configuration Window.
- A new field called ‘Threshold % for Statement Message’ – The customer’s ex GST sales figure for the last month is multiplied by the threshold percentage to decide if the statement message should print or not.
- A new field called ‘Statement Message Postmaster’ – Notification will be sent to the configured email address when the fields in ‘ Debtor Statements’ are reset
- ‘Statement Message’ has been removed from the Message Window , behind the “Message” Button. (Refer to “Statement Message Maintenance” for further information)
Statement Message Maintenance
A new Maintenance window called “Statement Message Maintenance” has been created. This can be found within the “Default” view of Toolbox > Maintenance > Statement Message Maintenance.
This is where statement messages are now created and configured based on the severity of the Overdue Account.
Type
There are 6 selections in order of precedence
- Ship To Customer
- Charge To Customer
- Customer Price Group
- Customer Promo Group
- Customer Class
- All Customers
Qualification
Value based on the “Type” selected
Debt Period
The Accounting period used to define an “Overdue”
Run Day No.
The day of the month (Based on 30 days) this message will be applicable.
No Message
Indicates no message is required.
Message
The contents of the statement message to apply.
Note: The original “Statement Message” that applied to Debtor statements before this change is moved to “Statement Message Maintenance” as a record and remains the same.
Customer Maintenance – Balances
The Balances window behind the ‘Balances” button in Customer Maintenance has been re-arranged and additional fields added to cater for the Debtor Statement configuration.
The following fields have been added
- Financial – Auth Grace Period
- Statement Messages – Statement Grace Period
- Statement Messages – Exclude “PERIOD” from next statement
- Statement Messages – Exclude “PERIOD” for the month of “MONTH”
Report Generator and Export / Import Utility
With the changes made to the Debtor Statement System , the following fields are available in both Report Generator and Export / Import Utility under Customer.
- Authorisation Grace Period
- Statement Grace Period
- Statement Next Exclude Period
- Statement Month Exclude Period
- Statement Month Exclude Month No
Debtor Statements
This screen will now remember the last keyed in qualifiers by Port excluding the Month and Year fields. The Statement Message printed per Customer will be based on records in Statement Message, the values of ‘Threshold % for Statement Message’ in Debtor Configuration and the Statement fields in Customer Maintenance. An email will be sent to the configured ‘Statement Message Postmaster’ if Statement fields are reset.
Month / Year End Reset Sales
When performing Month / Year End Reset Sales , the Debtor Statement System will check to see if statement fields have been reset. If so , a list will be sent to the Debtor Statement Postmaster.