Creating 'Open Item' Statement of Account for a Customer or Payer in (ARS140)

Outcome

An 'open item' statement of account is created and printed, showing all unpaid accounts receivable invoices, including credit invoices, per payer or customer and currency. Recorded customer drafts are also included, depending on the selection criteria.

An age distribution of invoices that fall due within the period ranges you have defined can also be printed in 'buckets' along with totals.

You can display the invoices per statement of account number in 'Accounts Receivable. Display Additional Information' (ARS250) even after the statement of account itself is deleted in 'AR Statement of Account. Open' (ARS140).

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

No new transactions are created. The statement of account has status 9 and cannot be processed further. It is saved in the following statement tables: FSTMT1 (listing name and status of all statements), FSTMT2 (listing payers), and FSTMT3 (listing invoices).

The statement of account automatically receives information category number 206 and is saved under its statement number.

The block or delete options, used to prevent specific invoices or payers from being included in the printed statement, only apply to the statement in question. Consequently, if you create a new statement of account based on the same selection criteria, invoices blocked or deleted in another statement will be included.

Before you start

• The starting conditions listed in Managing customer debts must be met.
• Number series type 50 under number series 2 must be defined for statements of account in 'Number Series. Open' (CRS165).
• The customers and payers must be recorded in 'Customer. Open' (CRS610).
• A statement rule determining the period buckets to apply and whether to base the aging on the due date or the invoice date must be defined in 'Statement Rule. Open' (CRS665). Period buckets, each consisting of up to three periods, must be defined in 'Payment Forecast. Open' (CRS470).
• For each customer or payer to be included in the statement of account routine, you must have selected either alternative 2 (statement of account without aging buckets printed) or alternative 3 (statement of account with aging buckets printed) in the 'Statement code' field on (CRS610/K). For local customers or payers, this value is selected on 'Customer. Open Local Exceptions' (MFS610/H) instead.
• For each customer or payer to be included in the statement of account routine, a statement rule must be selected on (CRS610/K) or (MFS610/H).
• There must be open accounts receivable records for the customers or payers.
• If you want to use standard texts for opening and closing comments in the statement of account per language, these must be defined in advance in 'AR Statement of Account. Enter Text' (ARS005).

Follow these steps

1. Create and Verify Statement of Account Proposal

   Create a proposal by defining a set of optional selection criteria in 'AR Statement of Account. Open' (ARS140). Review the proposal to make sure that the records are correct.

2. Adjust Statement of Account Proposal

   If necessary, adjust the proposal by blocking or deleting payers or invoices in subprograms (ARS145) and (ARS146). This prevents them from being included in the final statement.

   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 or select the text in subprogram (ARS145).

3. Create the Final Statement of Account

   After you have reviewed and adjusted the proposal, create and print the final statement of account by confirming the proposal in (ARS140).

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.