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

Limitations

Outcome

These information are presented in the printout of the proposal (ARS643PF): Invoice number, drawee reference number (if applicable), invoice date, due date, currency, currency amount, recorded amount, outstanding currency amount, outstanding recorded amount, status of the invoice (included or excluded) and division of the invoice.

If the 'Auto upd prop' parameter is selected, the proposal is created and updated in the same run. The final statements of accounts are then created with numbers retrieved from number series 50-2 in (CRS165), and printout ARS649PF is created.

If the 'Auto upd prop' parameter is not selected, you can review and adjust the proposal in (ARS640) before printing the final statements of accounts.

No accounting transactions are created.

Before you start

The starting conditions listed in Creating 'Open Item' Statement of Account for a Customer or Payer in (ARS640) must be met.

Workflow

1. Start 'AR Statement of Account. Open' (ARS640).

   The B panel is displayed, listing previous statements of accounts and proposals, their generation dates, created by, and status.

2. Use option 1='Create' on (ARS640/B) to create a new proposal.
3. Specify your selection criteria for the proposal on (ARS645/E) as described in steps 4 to 10.
4. The 'To date' is mandatory. All transactions until the selected 'To date' are considered.
5. Select a 'Grouping method' for the proposal:
   1. If the grouping method is set to 1='Per customer', a statement of account is created for each customer. You can decide whether the total per payer should be printed by deactivating the 'Print totals' parameter per payer.
   2. If the grouping method is set to 2='Per payer', a statement of account is created for each payer. You can decide whether the total per customer should be printed by activating or deactivating the 'Print totals' parameter per customer.
6. Specify a 'Name' for the proposal. This will enable you to sort the proposals based on 'Name' when using sorting order 2 on (ARS640/B).
7. If you are logged on to a blank division, you must select a range of divisions to be included in the proposal. You 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 by activating or deactivating the 'Split by division' parameter.
8. All other selection fields are optional and can be filled in with a From value and To value based on your preferences: Remittance status (for drafts and invoices sent for factoring or direct debiting), Accounting dimension 2, Salesperson, Customer group, District, Country, Postal code (ZIP code), Payer, Customer, Currency, and Invoice number.
9. If you would like to exclude some customers (or payers) based on their outstanding amounts, you can set an amount limit in the 'Minimum amount' field. Only customers (or payers) with an outstanding amount (in the local currency) exceeding the 'Minimum amount' are then included in the proposal. If the proposal is created from blank division, all divisions within the range selected must have the same local currency. If the 'Split by division' parameter has been activated, the outstanding amount for a customer (or payer) per division is compared to the 'Minimum amount'.
10. Activate the 'Auto upd prop' parameter if you would like to create and update a proposal in the same run. This automated workflow will speed up the process and minimize your work effort. On the other hand, if this parameter is deactivated, you can do manual adjustments to the proposal before updating it, putting you in full control of the process.
11. Optionally, specify a report text to be printed on the proposal.
12. Press Enter to create a new proposal and return to panel (ARS640/B).

Job Scheduling

With this setup, 'Job Schedule Information. Open' (SHS230) will be displayed each time you create a proposal in (ARS640). On (SHS230/E), you can decide to run the job at once or schedule the job to run later, either once or repeatedly at a certain day and time. If you scheduled the job to run repeatedly, 'Job Schedule Information. Open' (SHS231) will be displayed, where you can define whether the proposals should be created for the current date or a fixed date.

Scheduled jobs are listed in 'Job Schedule Entry. Update' (SHS010), where you can make changes and see when the job was run last time, and when it will run next time.