How are Account Documents and Statements Produced?

In SunSystems Financials an account document refers to any formatted list of account transactions. It may include unpaid or paid transactions, for any period of time. Account documents are often referred to as statements. Traditionally a statement lists a customer's outstanding transactions and is designed to be sent to the customer to request payment.

Each organization often has unique account document or statement requirements. In addition, a single organization often requires different account document formats. They may need to produce statements at different times, in detailed or summarized formats, for selected clients, according to predefined rules. For example, they may need:

• weekly detailed statements for specific large client accounts which must be sent by email to the client contacts, followed by a monthly summary statement which is posted
• daily detailed statements for very high profile clients which must be emailed to the client contacts
• monthly statements for all clients which are printed overnight and dispatched by post.

To provide a flexible statement production facility, Financials has split the process of producing account documents into two parts:

• transaction selection - the transactions to be included on a statement are selected by a control desk filter. Different filters can be defined to provide different selection criteria, depending on the particular statement requirements. For example, some clients may want to see all transaction outstanding and paid during the month while others only want to see outstanding transactions.
• statement production - the statements are produced by the reporting tools which enable different document formats to be used to vary the appearance and content of the statements.

Account documents can be produced manually, in a single document format, using the Account Documents (ACD) function.

This uses a predefined default filter to allow you to select the transactions to include on the documents. All of the account documents for a particular run are produced in a single document format and use the default customer/client address code details.