Field descriptions: Accounts Receivable statements

Sender email address

The email address that appears in the From field of the email.

This field defaults to your user profile information. You can update the contact settings in the Accounts Receivable configuration to set default sender information for all users, regardless of who sends the email.

Sender name

The contact name included with the email.

This field defaults to your user profile information. You can update the contact settings in the Accounts Receivable configuration to set default sender information for all users, regardless of who sends the email.

Sender phone number

The contact phone number included in the email.

This field defaults to your user profile information. You can update the contact settings in the Accounts Receivable configuration to set default sender information for all users, regardless of who sends the email.

Marketing text

A custom marketing text to be added to the printed or emailed statement, provided you are using a default or standard template. This text appears toward the top of the page above the date line. The default for this text is set via the Company Information page. You can temporarily override marketing text here.

Message text

A custom message to be added to the printed or emailed statement, provided you are using a default or standard template. This text appears toward the bottom of the page above the footer line. The default for this text is set via the Company Information page. You can temporarily override the message text here.

Deliver to all available email addresses

Sends the email to the primary and secondary email address listed in the Customer Information page for each applicable customer. If you are using an email template, the email template merge fields in the To field override this selection.

Start date and End date

Use the calendar tool to specify the range of dates that include the transactions you want to print or email.

The statement date defaults to the End date entered here. For example, let's say it's October, and you enter 10/15/YY in the End date field in the filters and then print the statement. The Statement date on the PDF is 10/15/YY and the customer record now displays 10/15/YY as the Last statement date.

Note the following:

• Enter both a Start and End date to specify a date range. You can enter the same date in both fields to get a statement for a single date.
• Enter only an End date to specify everything up to that particular date.
• Do not enter only a Start date without an End date. If you only enter a Start date, the Statement date defaults to 12/31/99.
• If you use the Start and End date fields, don't specify a Reporting period. These filters do not work together.

Or reporting period

The standard time period such as current month, current quarter, and so on, that contains the desired transaction dates.

The Statement date defaults to the last date in the selected period. For example, let's say it's October, and you use Current month as the Reporting period and print a statement for a customer. The Statement date on the PDF is 10/31/YY and the Last statement date on the customer record now displays 10/31/YY.

If you use a Reporting period, do not enter Start and End dates. These filters do not work together.

Based on

The statement date to filter by: either AR sales invoice date or Due date.

Prompt on run

A standard report field not used in this task.

Statement type

Select between statement types to print or email.

• Open item: Displays a list of transactions that have an open balance, regardless of the time period you selected, and then the list of activity for the selected time period. Each line shows how much is due and has been paid.
• Balance forward: Displays the amount due as of the beginning of the period that you selected and then the list of activity for the selected time period.

From customer and To customer

Use the From/To customer selection lists to specify a range of customers by which to filter the transactions. To filter by one customer, select the customer in the From customer field.

Customer type

Filters the list to display only statements associated with the selected customer type.

Show For

From/To customer selections filter:

• All customers: Selects the customers in the specified range, plus their child customers that are out of the range.
• This customer: Selects only the customers in the specified range.
• Child customers: Selects only the child customers for the parent customers in the specified range, both child customers in and out of the range.

Transaction options

Select the type of transactions to show on the statement.

• Show all transactions

• Show open invoices and credits

• Show open invoices

Show all but reversed payments

If selected, the statements will not include reversed refunds, reversed transactions, corresponding reversals, payments made to AR sales invoices, or adjustments applied to AR sales invoices based on the selected dates.

Show customers with no balance if activity occurred

If selected, statements display for customers who currently have no balance and had account activity during the selected date range or reporting period.

Show customers flagged as inactive if activity occurred

If selected, statements display for inactive customers if there's account activity during the selected date range or reporting period.

Show external credits

If selected, the statement includes adjustments and negative AR sales invoices from external entities that were applied during the selected date range or reporting period. This option only appears at the entity level.

Printed document template

Use the dropdown list to select a printed document template to use for the printed output (PDFs) for all selected statements for this print or email process.

Your company may have a default AR Statement printed document template assigned in the Configure Accounts Receivable page. Additionally, each customer may have different printed document templates associated with them. This field overrides both settings for this print or email process.

Learn more about printed document templates.

Email template

Use the Email template selection list to select an email template to use for all selected transactions for this email process.

Your company can have a default AR Statement email template assigned in the Configure Accounts Receivable page. Additionally, each customer can have email templates associated with them. This field overrides both settings for this email process.

The maximum file size for an attachment in an email is 20 MB. Learn more about email templates.

Statement date

Enter a statement date to appear on the customer statements. This field is supported in printed document templates that have the statement date merge field.

Learn more about merge fields in printed document templates.

Report title 1

A standard report field not used in this task.

Report title 2

A standard report field not used in this task.

Footer text

A standard report field not used in this task.

ID

The customer ID associated with the corresponding statement.

Name

The customer name associated with the corresponding statement.

Preview

Select this link to preview the statement before emailing or printing.

Amount due

Any amount due based on the Statement type you selected in the filter criteria.

Last statement

The date selected as the End date or the end date of the selected Reporting period that was used the last time the statement was printed or emailed.

Print

Select the Print checkbox next to each statement you wish to print.

Email template

The email template that will be used to email the statement. This field may display the default Accounts Receivable email template for statements, a statement email template associated with the customer, or the email template you selected in the Email template filter field.

If this field is blank, then the email will use a system-default hard-coded email message. Intacct strongly recommends that you use an email template.

Email

Select the Email checkbox next to each statement you wish to email.

To (email address)

Cc

Bcc