Create statement of account proposal for a customer or payer in (ARS640)

This document explains how to create an 'open item' statement of account proposal in 'AR Statement of Account. Open' (ARS640) for one or more customers or payers according to user-defined selection criteria.

Limitations

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.
If you are logged on to a division configured for country version Australia or New Zealand and to create statements of accounts with report layout 2='ANZ modified', printout ARAN01PF, you must create the statement of account proposal in 'AR Statement of Account. Open' (ARS140) instead of using (ARS640).

Outcome

A statement of account proposal is created, listing all open invoices and drafts for the selected customers or payers. The proposal is displayed on (ARS640/B) with a proposal number retrieved from number series 50-B in (CRS165) with either of these proposal statuses:

20='New' – This status is set when a proposal is created.
90='Confirmed' – This status is set when a proposal is created and updated in the same run.
99='No records selected' – This status is set when a proposal is created without any records.

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

You must meet the starting conditions listed in Creating 'open item' statement of account for a customer or payer in (ARS640).

Workflow

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.
Use option 1='Create' on (ARS640/B) to create a new proposal.
Specify your selection criteria for the proposal on (ARS645/E) as described in steps 4 to 10.
The 'To date' field is required. All transactions until the selected 'To date' are considered.
Select an option for the 'Grouping method' field in 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 is 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 is printed by activating or deactivating the 'Print totals' parameter per customer.
Specify the 'Name' field of the proposal. This is for you to sort the proposals based on name when using sorting order 2 on (ARS640/B).
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 one statement of account is created for all invoices in all divisions, or if one statement of account is created for each division by activating or deactivating the 'Split by division' parameter.
All other selection fields are optional and you can fill in a From value and To value: 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.
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 is selected, the outstanding amount for a customer or payer per division is compared to the value of the 'Minimum amount' field.
Select the 'Auto upd prop' parameter to create and update a proposal in the same run. This automated workflow speeds up the process and minimize your work effort. On the other hand, if this parameter is not selected, you can do manual adjustments to the proposal before updating it, putting you in full control of the process.
Optionally, specify a report text to be printed on the proposal.
Press Enter to create a new proposal and return to panel (ARS640/B).

Job Scheduling

The creation of a proposal in (ARS640) can be scheduled to run on a regular basis. To prepare, this setup is required:

In 'Job Schedule Function. Open' (SHS030), you must add function 'ARS645' and connect it to program 'ARS645' and job 'ARS645Sbm'.
In 'Job Schedule Program. Open' (SHS031), you must add program 'ARS645' and connect it to display file 'ARS645DSP'.
In 'Job Schedule Field. Open' (SHS035), you must add field name 'WETODT' with connected field 'ZZTODT'.

With this setup, 'Job Schedule Information. Open' (SHS230) is 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) is displayed, where you can define whether the proposals is 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 view the last and next run times of the job.