On-Line Manual

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Columns Explained
Client Notes
Default Notes

Toggle Omit
Outstanding
Progress Monitor

 

 

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To print statements for clients with outstanding amounts, select Accounts from the Main Menu. Select Print Statements from the drop down menu. G-E presents the Statement Date dialogue. Enter the month for which the statements are to be printed. The date dialogue is defaulted to the previous month. Enter the month and year into the date dialogue for which you require the statements to be printed and click Ok on the dialogue.

G-E scans the client files, gathering the information it requires and presents the
Print Statements list for the month entered in the Date dialogue. The entered month is shown in the title bar of the list. The list contains only clients who owe money at the end of the selected month.

The list is divided into several
columns; Name, Amount, Current, Omit and Notes. The Name
column shows the client name. The Amount column shows the total amount the client owes in periods older than the current month. The Current column shows the amount the client owes in total including the current month. The Omit column shows an ' x ' checkmark if the client has been omitted from the statement run. The Notes column shows if the client has specific notes to be printed on their statement.

Before the statements are printed, G-E allows you to perform several tasks to tailor the print run. These tasks are performed using the controls at the bottom of the list window:

Client Notes:
Opens a notes editor where notes specific to the selected client only can be entered. Any notes entered here will print on the selected client's statement only.
Example

Default Notes:
Opens a notes editor where notes to all clients can be entered. Any notes entered here will print on all the statements except those with client specific notes.
Example

Toggle Omit:
Omits (removes) the selected client from the print run. If a client has been omitted from the statement print run, an 'x' checkmark will appear in the Omit column. Use the Toggle Omit control again to remove the checkmark and add the client back onto the print run. Double clicking the client entry achieves the same result.

Outstanding:
Reveals the aged periods at which amounts are owing for the selected client. This is useful for determining if a client should receive a reminder note on their statement.
Example

Print Statements:
Prepares the statement printouts according to your tailoring and hands the list to the printer.

When you have completed tailoring the statement print run, click Print Statements to commence printing. All statements are printed in alphabetical order. When the statements have been sent to the printer, G-E asks if you wish envelopes to be printed for the clients. If you answer Yes, an envelope will be printed for each client who had a statement printed. Select Later
to print the envelopes at a later time. The next time the "Print Statements" option is opened, G-E will inform you of the envelopes in the print queue and offer the option to print them. Select No to abort the envelope printing. The envelopes will print in alphabetical order, so matching statements to envelopes is a cinch so long as you don't drop them!

Note:
The option to print the envelopes will appear before the statements have finished printing. If you have a separate printer to handle envelopes, click Yes to commence printing them. If you have only one printer, do not select Yes until the statement run is complete and the printer has been loaded with envelopes otherwise you will find yourself with a pile of addresses printed on your A4 statement paper!

When G-E commences printing, all the statements are readied to be sent to the printer. G-E presents the result of this to the screen with a
Progress Monitor. The progress monitor shows the statements remaining to be printed and the name of the client whose statement is currently being processed.

Progress Monitor Controls:

Pause:    
The Pause control pauses printing of the statement run. Note that after selecting Pause, a few statements may still be printed. These are statements that have already been sent to the printer and are stored in the printer buffer. G-E no longer has control of these. After pausing the print run, the Pause control changes to Resume. When paused, click anywhere outside the Progress Monitor window to shrink the monitor to the Windows Task Bar. In this paused state, all program functions are available. E.g. A payment may be taken and a receipt printed. An invoice may be written and printed etc.

Resume:
When the statement run has been paused, the Pause
control changes to Resume. Selecting Resume causes G-E to resume the print run from the point it was paused. If the Print Monitor was shrunk to the Task Bar after pausing, click on the monitor on the Task Bar to restore it to the screen.

Cancel:
Selecting the Cancel
control aborts the print run.

Note:
While paused, among other functions, G-E permits invoices and payments to be taken. If payments or invoices are backdated to the month for which the current statement run is printing, this new information will not appear on the statement if the statement has been processed. Depending on your printer buffer size, this is generally only a few statements ahead of the statement shown on the Progress Monitor. If the effected statement has not yet been processed, then the new information will show on the statement.

More:
If a client has no outstandings at the time the statements are run, no statement will be printed for the client even if outstandings were owing at the end of the month the statements are running for.
If a client makes a payment in the month following the month the statements are being run for but still has a balance owing, G-E will automatically print "Payments received after the billing period will show on next month's statement", on the client's statement.

New Payment
Reverse Credit
Load Payment
Account Enquiry
Outstanding Accounts

Statements
Print Statements

 

 

 

 

 

 

 

 

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