Considerations

Customer statements are generally printed and sent once a month and are only used if you have customer accounts in Retailer. These are similar to statements that one would receive from the bank or utility (water, electricity etc.) companies.

Processing/Ageing Statements

  1. From the main screen of Retailer, go to Customers -> Customer Statements.
  2. In Options, select between:
    • Print Statements - Generates statements that can be printed.
    • E-Mail Statements - Sends statements by e-mail. Click HERE for more information on e-mailing statements.
    • Direct Mail Solutions Statements - Sends statements by e-mail to Direct Mail Solutions who then print and send the statements on your behalf. Click HERE for more information on Direct Mail Solutions.
  3. Then, tick the tick-boxes below as you require:
    • Reprint Statement - Allows you to reprint statements that were aged in the past. Click HERE to learn more about reprinting statements.
    • Show Coloured Bands on Statements - Highlights every second item on the statement.
    • Select Customer Range - Allows you to choose a range of customers based on their customer numbers.
  4. With the SAVE STATEMENTS tick-box:
    • If ticked, customer statements will be finalised and next month's statements will be calculated from this point.
    • If unticked, customer statements will NOT be finalised, which allows you to preview the statements first. Any problems can then be fixed before being finalised later on.
  5. You can select a preferred finish date if you want to stick to a certain statement schedule, such as the end of the month or last Sunday of the month. Retailer will only show what transactions have occurred up to and including the date selected. 
    NOTE: For Newsagencies, Customer Billing will not be ignored and will show on statements regardless of what date is selected. for example,  if you have billed to the 3rd and you select the 30th of the previous month as the finish date, the billing WILL show regardless.
  6. Save Statements (Previously Age)  is only shown when the Print Statements option is selected. When ticked, a statement record is created for customers whether statements are previewed or printed, with exception to email statements which are only saved/recorded when sent. 
  7. You can select what Aging Types you want to include in the statement run. Most businesses stick to one type so there is generally no need to deselect any type unless you have a certain statement schedule.
  8. In Account Category, select the account category(s) for which to generate statements. Click HERE to learn more about account categories.
  9. In Comments, you can type up to 3 lines of text that will appear on the bottom of the statement.
  10. Click on Preview or Print or Send Email Statements 

If you click Preview, you need to wait for the PDF icon to appear at the top of the preview screen before printing. This signifies that all the statements have been generated and that they are ready to be printed.