Statements with balance only reprint every 6 months

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Posted on by SMulhall

Every month we print statements for customers that have an account balance to be paid. However, we have noticed that there are always statements that do not show until 6 months after the invoice has been created. We will come across a statement maybe one time in the same month or 30 days after an invoice was put on the account, but if it goes unpaid, we will not see it again for another 6 months when we go through our process. As the screenshot shows, we do not set anything within a certain timeframe, and we set up to have any and all statements with a balance to be printed. Why would a statement not print with the batch for 6 months at a time? What other settings would we have to look for?

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Lisa at AonC.com 3,024 on at

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RE: Statements with balance only reprint every 6 months

I'm sorry to not have a definitive answer for you. I still think you need to review the transactions related to a specific customer/transaction to figure out what is happening.
-By design RM Statements only pull transactions from the open table. That means those unposted transactions and those that have been moved to history will not be evaluated for printing on RM statements.
-An annoying feature of the Print RM Statement window is that any change - no matter how minor - requires the statement ID to be saved before printing. This makes it really easy to break the statement ID. I recommend fully documenting all the settings of the ID once you have it working so it can be used as a template if something breaks in the future.
-GP versions, customizations to the window and/or statement, add-in products can impact the process.

If you are comfortable with SQL and have enabled the Reprint Statement option, the SQL tables for reprinting will show exactly what was selected at the time of generation. Perhaps you can find a clue there.
SMulhall 5 on at

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RE: Statements with balance only reprint every 6 months

I think we are still missing the question here. I never said anything about the invoices or documents not showing on statements, the problem is not with the invoice. The problem is with the statement printing form. We understand that if an equal payment is applied to an invoice, then it will not show on a statement, that is fine and that is not what we are looking for, so we dont want that statement to print. I am trying to figure out why a statement that has a balance from a posted and unpaid invoice that is clearly shown on the statement, simply does not print until after a certain period of time with the parameters selected in the statements window. I have a customer that has an invoice showing on a statement as unpaid, unapplied, but the statement only prints once every 6 months with the selections shown. I can pick out certain customers this has happened to, because their statement did print, lets say in February, but they have not paid and the statement has not printed again since. We are not restricting any dates. When it comes to the pet peeve, the customer ID was empty at one point, to leave no restriction on any particular account, but the change made no difference. We have someone we have been working with to help us with many of our GP issues, but they cannot see anything obvious that would make such a problem occur. I would be surprised to see we are the only one having this issue, if it were not related to a certain setting that we are simply missing.
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Lisa at AonC.com 3,024 on at

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RE: Statements with balance only reprint every 6 months

Thank you for the Print For options.

Now you'll need to evaluate the documents you expected to print. The one that stands out to me is that if the documents were fully applied, they are not going to show on the statement. [Do you mean to exclude customers with a current balance?]

[Pet peeve: If you are trying to print statements for all customers, exclude the Customer ID restriction. Restrictions are used when you want to limit the results to a subset of data.]

Good luck evaluating the documents. Include some specifics (date/due date/applied amount(s) and applied dates) if you have questions on why a document does/doesn't appear. This would be a good point to engage your GP partner in understanding what is happening and recommendations on changes you may need to the Statement ID.
SMulhall 5 on at

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RE: Statements with balance only reprint every 6 months
Lisa at AonC.com 3,024 on at

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RE: Statements with balance only reprint every 6 months

Thank you for the screenshots. I'm still not seeing all the Print For options.

Once you have the information to answer Chery's questions, review what you have set in Print For: (and the rest of the Statement Option) with how things are printing.

[Clarification: I'm addressing this as a question about how to get the desired information for the initially PRINT statement routine. The subject of this query mentions REprinting statements. This discussion does not cover reprinting previously generated statements.]
SMulhall 5 on at

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RE: Statements with balance only reprint every 6 months
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Lisa at AonC.com 3,024 on at

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RE: Statements with balance only reprint every 6 months

Maximize the Print Statements window. We need to see all the options selected in the Print For multi-select box.

A screenshot of a missing customer's Options window would also be helpful ... There are some important settings there too.
SMulhall 5 on at

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RE: Statements with balance only reprint every 6 months

The problem is not with invoices. The invoices are showing on the statement. The problem with printing statements, as every month when we print all the statements that have a balance, it is simply that not all statements that SHOULD print, actually print. For example, I have a customer that has 2 posted invoices from January and February. Their statement was printed in March. The invoices still have not been paid, so the invoices are still showing on their statement. However, every month after March, when we do a mass print of all statements for every customer, theirs does not come out with the mass print. This happens with multiple customers. Our process is Tools>Routines>Sales>Statements. From there, we have all types selected, date to print as current date, cut-off date as current date, all as can be seen in the screenshot on the original post. This is where we do the mass print.
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Cheryl Waswick on at

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RE: Statements with balance only reprint every 6 months

Hello,

Posted invoices on account should show up immediately on the customer statement since they are open documents. So if you have some invoices not showing up until a later time, my guess would be a date issue or timing with dates, or some of the 'print for' options can drive it as well. Look to see what the 'cut-off date' is on the customer statement you are viewing, as well as the trx date of the invoice and the 'date it was keyed' into the system, as it may have been keyed after the statement was generated.

Here is what you would need to review at the time it happens and i would suspect that one of these questions will lead you to the cause:

1. What is the transaction date of the invoice?

2. When was the invoice keyed into GP?

3. What date was the customer statement ran?

4. Was the invoice applied or open at the time the statement was ran?

5. What 'print for' report options are marked on the statement?

To figure out exactly what is going on, we would need to see an example of a statement excluding an invoice, and then look at the report options on the statement, as well as the data for the invoice in the SQL table to be able to figure it out for sure. So if you have this happen again, please open a support case and we can dig into it further with you. Otherwise, it has to be a date issue, or a report option issue as noted above. But we'd have to look at the report and date at the time it happens to know for sure.

I hope that gives you some tips to look at in the meantime.

Cheryl

Microsoft Support