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  • 1.  Only send an AR statement to a customer where at least one invoice is terms code xx

    Posted 12-01-2021 10:00
    I have a customer with a seasonal business. They extend longer terms during the holidays since their customers frequently need to make purchases earlier and may need to have their product in inventory for a longer time period than usual.

    For this they use terms code 12 on an AR invoice.
    All other invoices ( outside the holiday period ) use a standard term code which is different than 12

    Their request to me: 

    • We have a lot of customers who don't want to receive monthly statements
    • We want to send out statements to our customers who we have extended holiday terms to ( terms code 12 )
    • These customers may also owe other invoices with different terms codes
    • We would like to select only the customers where at least one outstanding invoice is a terms code 12 -- then send that customers their regular statement which would include all open invoices - both terms code 12 and regular terms codes.
    I've considered: 
    • Use a select on terms code 12 in the AR Statement Printing - I think this creates a worse problem because the resulting statement doesn't include anything but terms code 12 and would be confusing.
    • Use a VI job to pull in a list of any customer who has at least one invoices in the AR open invoice with a terms code 12 that also has a balance > 0 - flag either customer type or statement cycle with a unique code and use that to select the terms code 12 customers. 
    Any other thoughts on this? 

    I suppose it could be a script as well however I would prefer to keep things as simple as possible and either modify a new copy of the statement or use a VI upload to flag a field that could be used to select the terms code 12 customers.

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    Wayne Schulz
    Schulz Consulting
    860-516-8990
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  • 2.  RE: Only send an AR statement to a customer where at least one invoice is terms code xx

    Posted 12-01-2021 12:39
    Sorry for being thick headed...........

    Some customers don't want statements.  Easy enough.
    But client wants to generate a statement for those non statement customers IF they have a terms code 12?

    Does this summarize the dilemma?

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    Jeff Schwenk
    FORMER 90M Board Member -140,000,000 is a TERRIBLE thing to waste!!!
    Bottomline Software, Inc.
    Waynesboro VA
    540-221-4444
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  • 3.  RE: Only send an AR statement to a customer where at least one invoice is terms code xx

    Posted 12-01-2021 12:50
    The client has some customers who are on Christmas/Holiday terms ( code = 12 ) and wants to be able to send those customers more frequent statements without over-contacting existing customers who are on regular terms.


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    Wayne Schulz
    Schulz Consulting
    860-516-8990
    ------------------------------

    Original Message


  • 4.  RE: Only send an AR statement to a customer where at least one invoice is terms code xx

    Posted 12-01-2021 12:46
    My quick thoughts:
    • Add UDF checkbox to AR_Customer (cleaner than using statement cycle field...).
    • Automate a nightly refresh based on open invoices / terms.
      • Visual Cut report to produce a text file with all customers, including whether they have an open invoice with balance and TermsCode = 12.
      • Automated VI import of the text file.
    • Users set the filter in the selection grid (which is on top of / separate from other selection criteria they may want to use).


    ------------------------------
    Kevin Moyes
    Technical Systems Analyst
    Munjal White Consulting Co.
    Toronto ON
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  • 5.  RE: Only send an AR statement to a customer where at least one invoice is terms code xx

    Posted 12-01-2021 12:51
    I like this idea.
    My primary challenge seems to be getting the selection criteria to show up in the Statement printing grid of criteria. I have about a 50% success rate.

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    Wayne Schulz
    Schulz Consulting
    860-516-8990
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    Original Message


  • 6.  RE: Only send an AR statement to a customer where at least one invoice is terms code xx

    Posted 12-01-2021 13:12
    On older versions we've had to re-run the UDF maintenance Update on the table for the selection grid to show UDFs. 
    On newer versions, there is the "exclude" checkbox to consider.

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    Kevin Moyes
    Technical Systems Analyst
    Munjal White Consulting Co.
    Toronto ON
    ------------------------------

    Original Message


  • 7.  RE: Only send an AR statement to a customer where at least one invoice is terms code xx

    Posted 12-01-2021 13:12
    Can you just change the statement cycle for the customers with terms code of 12 and select by statement cycle when generating statements?

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    Mary Jo Krueger
    Senior Software Consultant
    CLA (CliftonLarsonAllen LLP)
    Appleton WI
    920-996-1176
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    Original Message


  • 8.  RE: Only send an AR statement to a customer where at least one invoice is terms code xx

    Posted 12-01-2021 14:34
    Unfortunately botht he statement cycle and customer type fields are actively in use so I don't think that's an option. This is a customer that is usually almost all the available capacity of Sage so the usual workarounds of borrowing another field are probably not going to work.

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    Wayne Schulz
    Schulz Consulting
    860-516-8990
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    Original Message


  • 9.  RE: Only send an AR statement to a customer where at least one invoice is terms code xx

    Posted 12-01-2021 13:20
    You can also Age by Due date instead of Invoice date... assuming you are only sending statements for overdue customers.

    ------------------------------
    Kevin Moyes
    Technical Systems Analyst
    Munjal White Consulting Co.
    Toronto ON
    ------------------------------

    Original Message


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