Customer Statement Processing

Customer statements provide a summary of customer account activity, including open invoices, payments, credit memos and balances.  Statement Cycles are used to define the settings for generating customer statements. Multiple statement cycles can be created to accommodate different schedule needs (e.g., monthly, weekly, etc.).

Setup

Navigation:  Receivables > Preferences > Statement Cycles

GENERAL SETTINGS:

Cycle ID - Unique identifier for the statement cycle. This field is limited to 10 alphanumeric characters.

Description - Detailed description of the statement cycle’s purpose or schedule.

Schedule Type – Defines when the statement should be generated. Options include:

1. Day of Week – Available only when Weekly is selected as the schedule type.
2. Day of Month 1 – Available if either Fixed Day of Month or Twice a Month is selected. 
3. Day of Month 2 – Available only when Twice a Month is selected.

AGING SETTINGS:

Use Financial Periods for Aging – When selected, the system uses the financial periods (rather than a fixed number of days) as aging periods on customer statements and AR aging reports.  The first aging period is based on the financial period that includes the statement date or aging date.

Aging Period (Days) – The number of the starting and ending day of the aging period. 

1. The Current aging period includes documents that are not overdue.
2. For the first aging period, the starting day is always 1.  After the ending day is entered for the first period, the system generates the starting and ending days for all other periods, based on the assumption that all aging periods will have the same length.
3. The fourth period (OVER) includes documents that are past due for a number of days that exceeds the value specified in the Over box. 

Age Based On - The type of date the system will use to determine the appropriate aging bucket in customer statements AND on AR aging reports for outstanding invoices, debit memos and overdue charges.

1. Due Date(default) – The system compares the due date of the outstanding document with the statement or aging date.
2. Document Date - The system compares the document date of the outstanding document with the statement or aging date.

Statement Cycles can be defaulted on the Customer Classes.  This information is stored on the Customer Profile under the Financial tab and can be edited as needed. Note the Statement Cycle ID is a required field on the Financial tab for ALL customers.

Process

Prepare Statements

Navigation:  Receivables > Processes > Prepare Statements

1. Set Statement Parameters.
   • Use the unlabelled check box to select the statement cycle(s) to be prepared and click PROCESS on the form toolbar.
   • Select the statement date.
2. Generate the Customer Statements.
   • Click Process to generate statements for the selected customers and parameters.

Print/Email Statements

Navigation:  Receivables > Processes > Print Statements

1. Choose the Delivery Method.  In the Actions box, select one of the following:
   • Print Statement
     • Use this option to generate printed statements for customers who prefer postal mail.
     • The system will display customers associated with the selected payment cycle that have the “Print Statement” checkbox enabled on the Billing tab of their Customer Profile.
   • Email Statement
     • Use this option to email statements to customers. 
     • The system will display customers associated with the selected statement cycle that have the “Email” checkbox enabled on the Billing tab of their Customer Profile. 

⚠️ Important Requirement for Emailing Statements:

• If Email is selected, the customer must have a valid email address entered on the Billing tab of their profile.  If the Billing Contact is not specified, Acumatica may default to the information on the General tab. 
  
  
• If no email address is provided, the system will be unable to send the statement and may return an error during processing.
  
  
• Additional system settings must also be configured to enable statement emailing.  Please consult the Firefly Support Team to complete this setup.

2. Select the Statement Cycle and Statement Date. 
   • Once these fields are selected, the corresponding list of customers will populate.
     
     
3. Select the Customers to Process.
   • Check the unlabeled check boxes next to each customer ID to select individual customers.
   • To select all customers listed, check the unlabelled check box in the column header (next to the column configurator icon).
4. Process the Statements.
   • Click Process to generate or send the statements for the selected customers.

Generating and Printing Customer Statements on Demand

Navigation:  Receivables > Profiles > Customers

1. Select Customer.
   
   
2. Open the Action Menu.
   • Use the Action Menu (ellipsis icon) on the toolbar to view available actions.

3. Choose Generate on Demand from the list of actions.
   
   
4.  Select the Statement Date.
   •  A popup box will appear prompting the user to select the Statement Date.

💡 This date determines the cutoff for the transactions included in the statement.

5. Wait for processing.
   • A "Preparing" box will appear in the upper-right corner of the screen, noting when complete.

6. Print the Statement.
   •  Use the Action Menu (Ellipsis) on the toolbar again and Select Print Statement.