|
|
|
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. |
|
|