Creating 'Open Item' Statement of Account for a Customer or Payer in (ARS640)

This document explains how you create an 'open item' statement of account in 'AR Statement of Account. Open' (ARS640) for one or more customers or payers according to user-defined selection criteria. The term 'open item' refers to the fact that the statement only shows invoices that are unpaid or partially paid when the statement is created.

The function (ARS640) replaces the old function 'AR Statement of Account. Open' (ARS140) and provides new capabilities for processing of statement of accounts. The new function has API support, configurable views, and can be processed through job scheduling. A possibility to include both the creation and update of a proposal in the same run has been introduced. Also, if a proposal is created from blank division, invoices existing in more than one division can be included. The user can then decide whether just one statement of account should be created for all invoices in all divisions, or if one statement of account should be created for each division.

For information on the 'Balance Brought Forward' statement of account that can be created in 'AR Statement of Account. Print Detailed' (ARS510), refer to Related topics.

Limitations

  • When the functionality in (ARS640) is activated, the old functionality in (ARS140) cannot be used, except for market MAU (Australia). For MAU, printout ARAN01PF is still created when a proposal in (ARS140) is confirmed, if Report layout 2='ANZ modified' has been selected for the proposal.
  • If a proposal is created in (ARS640) from blank division and more than one division is included in the selection on (ARS645/E), an amount in the 'Minimum amount' field on (ARS645/E) can only be specified if all divisions within the range selected have the same local currency.

Outcome

An 'open item' statement of account is created and printed. You can send the statement of account to the customers (or payers) to help them reconcile their own account ledgers.

If no adjustments have been made to the proposal in (ARS642), all invoices with an outstanding amount in accounts receivable for the customer (or payer) are included in the statement of account printout. Recorded customer drafts are also included, depending on the selection criteria.

If the 'Statement code' parameter has been set to 3='Statement with aging buckets' on (CRS610/K) or (MFS610/H), an age distribution is included in the printout. An invoice that is overdue is included in the appropriate aging bucket based on the number of days the invoice has been overdue (by the selected 'To date' for the proposal) and the period ranges you have defined in (CRS470) for the statement rule selected for the customer. An invoice that is not overdue is included in the bucket for future dues.

For each statement of account that is created, a number is assigned from number series 50-2 in (CRS165). This statement of account number is stored as additional information number 206 for each invoice in FSLEDX table. The content of each statement of account can be displayed in 'Acc Receivable. Display Add Info Detail' (ARS251) reached through option 1='Select' in 'Acc Receivable. Display Additional Info' (ARS250). The additional information numbers connected to each invoice can be displayed in 'Customer Invoice. Display Add Info' (ARS216) reached through related option 11='Additional info' in 'Customer Invoice. Display Separate' (ARS215).

After confirmation of the proposal in (ARS640), the proposal is updated to Proposal status 90='Confirmed'. No accounting transactions are created.

The proposal is saved in these tables:

  • FARSAH - Listing name and status of all statement of account proposals
  • FARSAD - Listing customers or payers (depending on the grouping method of each proposal)
  • FARSAI - Listing invoices

Statement of account proposals that are created from blank division are stored in these tables under blank division. Otherwise, they are stored under the division in which they have been created.

Before you start

  • There must be invoices with an outstanding amount for the customer in accounts receivable.
  • Define the customer with the 'Statement code' parameter set to 2='Statement without aging' or 3='Statement with aging buckets' on 'Customer. Open' (CRS610/K) (or on 'Customer. Open Local Exceptions' (MFS610/H) if there is a local exception for the customer). If the Statement code is set to 3, select a statement rule on the same panel. Statement rules are defined in 'Statement rule. Open' (CRS665) and require that aging buckets are defined in 'Payment Forecast. Open' (CRS470).
  • If you would like to use standard texts for introductory comments and closing comments on the statement of accounts, these are defined per language in 'AR Statement of Account. Enter Text' (ARS005).
  • Define number series 50-B for blank division in 'Number Series. Open' (CRS165). When you create a proposal in (ARS640), a proposal number is retrieved from this number series defined for blank division, regardless of the division where you create the proposal.
  • Define number series 50-2 for each division (and for blank division if you wish to process statement of accounts from blank division) in (CRS165). When you confirm a proposal in (ARS640), statement of account numbers are retrieved from this number series.

Workflow

  1. Create Statement of Account Proposal for a Customer or Payer in (ARS640)

    Create a proposal by defining a set of selection criteria on 'AR Statement of Account. Open' (ARS645/E). If the 'Auto upd prop' parameter is selected, the proposal is created and updated in the same run, and the final statements of accounts are printed directly. This automated workflow will speed up the process and minimize your work effort. On the other hand, if this parameter is deactivated, you can make manual adjustments to the proposal before updating it, putting you in full control of the process. For the manual process, you proceed with steps 2, 3, and 4. For the automated process, you proceed to step 4 directly.

  2. Verify and Adjust Statement of Account Proposal for a Customer or Payer in (ARS640)

    Review the proposal to make sure that the records are correct.

    If necessary, adjust the proposal by blocking or deleting customers (or payers, depending on the grouping method selected for the proposal) in sub program 'AR Statement of Account – Details. Open' (ARS641) or invoices in sub program 'AR Statement of Account – Invoices. Open' (ARS642). This prevents them from being included in the final statement of account.

    You can also add or adjust text to be printed before and after the statement of account or use user-defined comments that are automatically proposed. Enter the text per customer (or payer) in sub program (ARS641) or per invoice in sub program (ARS642).

  3. Create Final Statement of Account for a Customer or Payer in (ARS640)

    After you have reviewed and adjusted the proposal, print the final statements of accounts by confirming the proposal in (ARS640).

  4. Send Statement of Account to the Payer

    You can send the statement of account to the customer (or payer) to help them reconcile their own account ledgers.

List proposals on (ARS640/B)

On (ARS640/B), you can sort the proposals based on these standard sorting orders:
  1. Proposal number (retrieved from number series 50-B in (CRS165)), in descending order
  2. Name (set by the user on (ARS645/E) when creating the proposal)
  3. Created by (the user ID who created the proposal).

You can also configure your own user-defined sorting orders in 'Sorting Order. Open' (CRS022), reached from (ARS640/B) by prompting the 'Sorting Order' field twice.

For the sorting orders, you can configure your own user-defined views in 'View. Open' (CRS020), reached from (ARS640/B) by prompting the 'View' field twice.

For the standard sorting orders, you can filter on these fields on (ARS640/B):
  • 'Proposal status' (From – To)
  • 'Proposal progress' (From – To)
  • Division

    This field is only displayed when you are logged on to blank division.

    If you specify a value in this field, the proposals created for the selected division are listed.

    If you leave this field blank, the proposals created from blank division are listed.

Statuses displayed on (ARS640/B)
  • 'Proposal status'

    This field indicates the current status of the proposal:

    10='In progress'

    This is a temporary status set during the creation of a proposal.

    20='New'

    This status is set when a proposal has been created.

    90='Confirmed'

    This status is set when a proposal has been confirmed.

    99='No records selected'

    This status is set when a proposal has been created without any records.

  • 'Proposal progress'

    This field indicates if work is in progress for the proposal:

    0='The proposal can be processed'

    2='Change in progress'

    4='Delete in progress'

    6='Printing in progress'

    9='Update in progress'

    Processing of the proposal is only allowed if the 'Proposal progress' is 0.

    If a proposal number in (ARS640) has incorrectly ended up in a blocked status where 'Proposal progress' is not equal to zero and the proposal cannot be processed, you can use problem solving ID AR10 in 'Program Problem. Solve' (CRS418) to reset 'Proposal progress' to zero. This possibility is only available for proposals in 'Proposal status' 20 or 90.

Options available on (ARS640/B)

On (ARS640/B), these options are available:

1='Create'

Used for creating a new statement of account proposal. Selection panel (ARS645/E) is displayed.

2='Change'

Used for changing an existing statement of account proposal in Proposal status 20. Panel (ARS641/B) is displayed where changes are allowed.

4='Delete'

Used for deleting an existing statement of account proposal in Proposal statuses 20, 90, or 99. Panel (ARS640/D) is displayed.

5='Display'

Used for display of an existing statement of account proposal in Proposal statuses 20, 90, or 99. Panel (ARS641/B) is displayed where no changes are allowed.

6='Prt Stm of Acc'

Used for reprinting the statements of accounts (ARS649PF) for an already confirmed statement of account proposal in Proposal status 90.

7='Prt proposal'

Used for reprinting the proposal (ARS643PF) for a statement of account proposal in Proposal status 20.

9='Confirm'

Used for confirmation of a statement of account proposal in Proposal status 20 to print statements of accounts (ARS649PF).

Processing statement of account proposals through API transactions

You can process statement of account proposals in (ARS640) through these API programs and transactions:

ARS640MI Manage statement of account header (FARSAH table)
  • Dlt - Deletes a statement of account header record
  • Get - Gets data for a statement of account header record
  • LockProposal - Locks a statement of account header record by setting 'Proposal progress' to 2
  • Lst - Lists data for statement of account header records
  • UnlockProposal - Unlocks a statement of account header record by resetting 'Proposal progress' to 0.
ARS641MI Manage statement of account details (FARSAD table)
  • Dlt - Deletes a statement of account details record (and corresponding invoice records in FARSAI table)
  • ExcludeRecord - Excludes a statement of account details record by setting 'Proposal line status' to 1
  • Get - Gets data for a statement of account details record
  • IncludeRecord - Includes a statement of account details record by resetting 'Proposal line status' to 0
  • Lst - Lists data for statement of account details records
  • Upd - Updates data for a statement of account details record.

ARS642MI Manage statement of account invoices (FARSAI table)

  • Dlt - Deletes a statement of account invoice record
  • ExcludeRecord - Excludes a statement of account invoice record by setting 'Proposal line status' to 1
  • Get - Gets data for a statement of account invoice record
  • IncludeRecord - Includes a statement of account invoice record by resetting 'Proposal line status' to 0
  • Lst - Lists data for statement of account invoice records
  • Upd - Updates data for a statement of account invoice record.

ARS645MI Manage statement of account

  • Confirm - Confirm a statement of account proposal to update FSLEDX and create ARS649PF
  • CreateProposal - Creates a statement of account proposal in (ARS640) and creates ARS643PF. If the 'Auto upd prop' parameter is selected, the proposal is confirmed and ARS649PF is also created.
  • PrintProposal - Reprint a statement of account proposal, ARS643PF
  • PrintStatement - Reprint statements of accounts, ARS649PF.
Related topics