Statement cycles
/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles
section
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# Statement cycles
Statement cycles - overview
/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/statement-cycles-overview
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In Visma Net, you can configure statement cycles for collection procedures.
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# Statement cycles - overview
In Visma Net, you can configure statement cycles for collection procedures.
At the end of a statement cycle, you prepare statements and send them to your customers. Statements provide customers with records of their financial activity for a specific period and include the ending balance. Customers can reconcile the balances of their accounts with the information in the statements.
## Statement cycle definition
You use the [Statement cycles (AR202800)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/statement-cycles-ar202800/) window to create new statement cycles and modify existing ones. For each statement cycle, you define the following:
+ The schedule. You can generate statements once or twice a month. The **Prepare on** setting offers the following options:
+ **End of month**: If you select this option, statements will be generated on the last day of each month.
+ **Fixed day**: If you select this option, statements will be generated on a particular day of each month. If you select this option, you use the **Day of month** field to specify the number of this day (such as **15** if invoicing occurs on the 15th day of each month).
+ **Custom**: If you select this option, statements will be generated on the two days of the month that you specify. If you select this option, you use the **Day of month** and the **Day of month 1** fields to specify the numbers of these two days.
+ The ageing periods. You can set up four aging periods for each cycle, to group the sums of the balances of open invoices and debit notes by the number of days they are past due. You use the **Ageing settings** section of this window to define the maximum number of days past the due date for each ageing period and the description of the period. If you want aging periods to take into account the balances of credit memos and open payments, select the **Age credits** check box on the **General settings** tab of the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window.
The system also uses the aging period settings in customer ledger ageing reports, which you can analyse to identify potential cash flow problems.
+ The statement processing options of the cycle. You can use the following options to implement your company's policies:
+ **Require overdue charges calculation before statement**: If you select this check box, when you try to prepare statements, the system checks whether overdue charges have been calculated and, if not, issues a warning that overdue charges should be calculated before the statements are created.
+ **Require payment application before statement processing**: If you select this check box, when you try to prepare statements, the system checks whether all customer payments are applied and, if not, issues a warning that payments should be applied to invoices before statements are created.
+ The overdue charges of the cycle. The **Apply overdue charges** and **Overdue charge ID** settings define, respectively, whether calculation of overdue charges is required for customers assigned to the statement cycle and which overdue charges should be used; these settings apply only if the **Set default overdue charge by statement cycle** check box on the **General settings** tab of the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window is selected. If the check box is cleared, the overdue charges defined for the customer class are instead applied.
You can assign a statement cycle to a customer class by using the [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) window or directly to a customer by using the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
## Statement type
Visma Net offers two types of statements:
Open item
: The statement lists only open documents of the customer through the date when the statement was prepared.
Balance brought forward
: The statement lists all documents recorded during the last statement cycle period. Also, the amount outstanding from the previous statement is shown at the beginning of the statement.
You can assign either statement type to customer classes and to individual customers. You use the **Statement type** field to set this option for a specific customer class in the [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) window and for an individual customer in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
## Multi-currency and consolidated statements
By default, the statements are prepared in the base currency; the **Customer statement** (AR641500) report is used. For foreign customers, you can specify that statements should be created in multiple currencies; in this case, the **Customer statement currency** (AR642000) report is used. For customers of a specific customer class, you can specify whether to create the statements in multi-currency format, by using the **Multi-currency statements** check box in the [Customer classes (AR201000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-classes-ar201000/) window. For particular customers of the class, you can override the class setting by using the option with the same name in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
Depending on the policies established in your company, you can prepare a single consolidated statement for each customer or prepare multiple statements for each branch of your company. To prepare consolidated statements for all customers, select the **Consolidate statements for all branches** check box on the **General settings** tab of the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window. If you want to prepare consolidated statements, in the **Statement from branch** field, you should also select the branch that will be specified as the sender.
Related pages
Concepts
Tasks
Windows
About the statement processing workflow
/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/about-the-statement-processing-workflow
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As described in Statement cycles - overview, the configuration of statements involves creating statement cycles, assigning cycles to customer classes and customers, and deciding whether you need consolidated statements.
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# About the statement processing workflow
As described in Statement cycles - overview, the configuration of statements involves creating statement cycles, assigning cycles to customer classes and customers, and deciding whether you need consolidated statements.
For more information: [Statement cycles - overview](/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/statement-cycles-overview/).
This topic describes how the processing of statements unfolds.
The statement processing workflow consists of the following stages (each of which is described in detail later in this topic):
## Configure customer preferences (optional)
When you create a customer, it gets the default statement processing settings of the customer class it belongs to. For each customer, you can change the following settings related to statement processing:
Statement type
: You specify what type of statement a customer prefers, balance-forward or open-item. For details, see [Statement cycles - overview](/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/statement-cycles-overview/).
Print statements
: You select this check box if you want to make statements of this customer available for mass-printing in the [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/) window. For details, see [Print customer statements or send them by email](/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/print-customer-statements-or-send-them-by-email/).
Send statements by email
: You select this check box if you want to make statements of this customer available for mass-emailing in the [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/) window. For details, see [Print customer statements or send them by email](/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/print-customer-statements-or-send-them-by-email/).
Multi-currency statements
: You select this check box if you want statements of this customer to be created in multi-currency format. Such statements are displayed for mass-processing (printing or emailing) if the **Foreign currency statements** check box is selected in the [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/) window. For details, see [Statement cycles - overview](/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/statement-cycles-overview/).
If needed, you can modify the **Customer statement** (AR641500) report (for local customers) or the **Customer statement (currency)** (AR642000) report (for foreign customers) to format the statements to better meet your needs.
## Prepare statements (required)
Before you prepare statements, make sure that you have applied open payments from customers to the corresponding invoices (if any) and calculated any overdue charges to avoid incorrect calculation of aged balances.
You use the [Prepare statements (AR503000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/prepare-statements-ar503000/) window to prepare statements for all statement cycles or for only selected ones. The system prepares statements in the appropriate format required for printing them or sending them by email to customers. When statements are prepared, you can view them, regenerate them (if, for instance, you have discovered that a document was missing), print them, or send them by email.
Because the process of generating statements may require significant time, you should schedule it to be performed at the most convenient time. For details on preparing statements, see [Prepare customer statements](/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/prepare-customer-statements/).
## Viewing statements (optional)
You can preview a statement that you have printed or emailed by using the [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/) window.
Also, Visma Net provides the following inquiries that display a detailed statement history:
+ By statement cycle: [Statement history summary (AR404000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/statement-history-summary-ar404000/)
+ By customer: [Customer statement history (AR404600)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-statement-history-ar404600/)
## Regenerate statements (optional)
Prepared statements will not be affected by new transactions. If you discover some missing documents after the customer statements have been generated, you can create and release these documents and then regenerate the statements. Printed and emailed versions of the updated statement are marked with appropriate notes if previous statement versions have been printed or emailed already (the **Printed** and **Emailed** check boxes, respectively, of a statement are selected).
You can regenerate statements by using the following windows:
+ [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/). You use the **Regenerate statement** action in this window to regenerate statements for customers of a particular statement cycle.
+ [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/). You use the **Regenerate last statement** action in this window to regenerate the most recent statement of the selected customer.
+ [Statement cycles (AR202800)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/statement-cycles-ar202800/). You use the **Regenerate last statement** action in this window to regenerate statements of the selected statement cycle.
## Print statements (optional)
You can print statements on paper to send them to customers by postal mail, by using the [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/) window. The **Print statement** action marks processed statements as printed or the **Printed** check box of each statement is selected automatically. For details, see [Print customer statements or send them by email](/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/print-customer-statements-or-send-them-by-email/).
## Email statements (optional)
You can generate emails with statements by using the [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/) window. The **Email statement** action marks processed statements as emailed or the **Emailed** check box of each statement is selected automatically. The system generates the body of the email and the attachment according to the settings of the **STATEMENT** mailing. For details, see [About mailings for customers](/visma-net-erp/help/customer-ledger/manage-mailings/about-mailings-for-customers/).
Related pages
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Tasks
Windows
About statement schedule types
/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/about-statement-schedule-types
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You can schedule preparation of statements for the selected cycle ID with the help of the options in the Schedule type field:
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# About statement schedule types
You can schedule preparation of statements for the selected cycle ID with the help of the options in the Schedule type field:
Weekly
: Statements will be generated each week, on the day specified in the **Day of the week** field.
Twice a month
: Statements will be generated twice a month, on the days specified in the **Day of month 1** and **Day of month 2** fields.
Fixed day of month
: Statements will be generated each month, on the day specified in the **Day of month 1** field (such as 15 if invoicing occurs on the 15th day of each month).
End of month
: Statements will be generated on the last day of each month.
End of financial period
: Statements will be generated on the last day of each financial period of the current year or on the end date specified for the financial period in the [Financial periods (GL201000)](/visma-net-erp/help/general-ledger/general-ledger-windows/financial-periods-gl201000/) window.
Related pages
Tasks
Windows
Choose a statement cycle for overdue charges
/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/choose-a-statement-cycle-for-overdue-charges
section
These settings only apply if the Set default overdue charge by statement cycle check box on the General settings tab in the Customer ledger preferences (AR101000) window is selected.
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# Choose a statement cycle for overdue charges
These settings only apply if the Set default overdue charge by statement cycle check box on the General settings tab in the Customer ledger preferences (AR101000) window is selected.
For more information: [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/).
If you deselect the check box, the system applies the overdue charges defined to the customer class.
1. Go to the [Statement cycles (AR202800)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/statement-cycles-ar202800/) window.
1. In the **Cycle ID** field, select a cycle ID.
1. Select the check box **Require payment application before statement processing**.
1. Select the **Apply overdue charges** check box.
1. Optional: Select the check box **Require overdue charges calculation before statement**.
1. In the **Overdue charge ID** field, select an **overdue charge ID**.
1. Click .
For released documents of customer accounts where this check box is selected, you can change this default value on the **Financial details** tab in the [Sales invoices (AR301000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/sales-invoices-ar301000/) window.
Related pages
Concepts
Windows
Prepare customer statements
/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/prepare-customer-statements
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You can prepare customer statements by using the Prepare statements (AR503000) window.
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# Prepare customer statements
You can prepare customer statements by using the Prepare statements (AR503000) window.
For more information: [Prepare statements (AR503000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/prepare-statements-ar503000/).
You can prepare customer statements by using the [Prepare statements (AR503000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/prepare-statements-ar503000/) window.
Customer statements will be prepared in the appropriate format
to be printed or sent by email.
(You can also prepare statements to be sent in both
formats.)
The statement format depends on the customer settings.
## Before you start
Before you prepare customer statements, make sure the payment application process has been performed for the customer accounts associated with the appropriate statement cycles, as described in: [About Apply payments automatically](/visma-net-erp/to-be-deleted/about-apply-payments-automatically/).
1. Go to the [Prepare statements (AR503000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/prepare-statements-ar503000/) window.
> [!NOTE]
> You can use filtering to narrow the documents that are listed when you open the window.
1. Do one of the following:
+ To prepare statements for all statement cycles, click **Process all** in the window toolbar.
+ To prepare statements for only selected statement cycles, select the appropriate unlabelled check boxes and click **Process** in the window toolbar.
> [!NOTE]
> If the process of statements preparation was interrupted for some reason, the system will prepare statements for all customer accounts selected during the next run of the process.
Related pages
Concepts
Tasks
Windows
Prepare statements
/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/prepare-statements
section
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# Prepare statements
## Before you start
The system prepares the statements in the format you have specified for each customer, for example to be sent by email or to be printed.
1. Go to the [Prepare statements (AR503000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/prepare-statements-ar503000/) window.
1. Select a date in the **Prepare for** field. All statement cycles whose next statement date is before or the same as the date in this field are loaded to the table along with the newly created statement cycles with blank next statement dates. You can also prepare the statements in advance.
1. Optional: To include future statement cycles, you can change the date in the **Company** drop-down list in the top right corner. Click the arrow and change the date.
1. Select the check boxes for the cycles you want to process and click **Process**. If you want to process all the cycles, leave the check boxes unmarked and click **Process all**.
1. When the processing is finished, in the left column on each cycle's row.
 is displayed
## What is next?
Continue to the Print statements window to print or email your statements. See [Print statements](/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/print-statements/).
Related pages
Concepts
Tasks
Windows
Print statements
/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/print-statements
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# Print statements
## Before you start
Before you can print statements, you have to prepare them. See [Prepare statements](/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/prepare-statements/).
1. Go to the [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/) window.
1. In the **Actions** field, select what you want to do. The default action is **Print statement**, but you can also email or regenerate statements or decide not to print or email them.
1. In the **Statement cycle** field, select the statement cycle you want to process. You can only process one cycle at a time.
1. In the **Message** field, you can write a message that will be printed to all customer statements.
1. Click **Process**. The statement will be displayed and you can review it before you print or email it.
To set up or change your printing preferences for a customer, see: [Set customer print and email preferences](/visma-net-erp/help/customer-ledger/manage-customers/set-customer-print-and-email-preferences/).
Related pages
Concepts
Tasks
Windows
Print customer statements or send them by email
/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/print-customer-statements-or-send-them-by-email
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You can print customer statements (to send them to customers by postal mail) and send statements by email in the Print statements (AR503500) window.
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# Print customer statements or send them by email
You can print customer statements (to send them to customers by postal mail) and send statements by email in the Print statements (AR503500) window.
For more information: [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/).
You can print customer statements (to send them to customers by postal mail) and send
statements by email in the [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/)
window.
The window lists only statements that were previously prepared.
For details, see: [Prepare customer statements](/visma-net-erp/help/customer-ledger/manage-credit-policy/statement-cycles/prepare-customer-statements/).
1. Go to the [Print statements (AR503500)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/print-statements-ar503500/) window.
1. In the top part, select the statement cycle for which customer statements will be processed.
1. In the **Statement date** field, check the date of the customer statements to be sure that it is the date you want to use.
1. In the **Actions** field, do one of the following:
+ To print statements to send them to customers by postal mail, select **Print statement**. As a result, the system displays the list of customers (for the selected statement cycle) that prefer to get a printed version of a statement or customers that have the **Print statement** check box selected in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
+ To send statements to customers electronically by email, select **Email Statement**. As a result, the system displays the list of customers (for the selected statement cycle) that prefer to get a statement by email or customers that have **Send statements by email** check box selected in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window.
1. In the window toolbar, do one of the following:
+ To process all the listed statements, click **Process all**.
+ To process only selected statements, select the unlabeled check boxes for the statements and click **Process**.
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Tasks
Windows