Report: Customer Statements

Invoices are the primary billing document to your customers. However, it may be necessary on a periodic basis (typically monthly), to summarize all transactions from the customer receivable account onto a Customer Statement. This provides your customer the opportunity to reconcile their records with yours, and verify the amount still due your agency from the customer.

The Customer Statement reflects postings to the customer accounts receivable account (GL #11211000000). Based on the selection in the Options section of Customer Setup for each customer, the detail level is reported on either a Balance Brought Forward or an Open Invoice Detail basis.

Customer Statements report receivable activity on policies for which no broker is assigned. See Report - Broker Statements to print statements for policies involving a broker.

The Customer Statements report is also available as a Quick Report from the sidebar menu on the Customer Center. The quick report provides a means of quickly accessing a customer statement for the selected customer.

Accessing the Customer Statements Report

Report Selections

When the report is accessed from a Quick Reports menu, some selections are pre-filled by default. You can change default entries as needed.

Report Selections

What is this?

Report Process

Option

What is this?

New Statement Batch

Select this option to create a new statement batch. This is the default.

Then make the following selections

Activity as of

Customer

Statement Group

Business Unit

Representative

Executive

Reporting Options - All

Printing Option

Message

Sort Order

Print Cover Page

Description

Existing Statement

Use this option to preview or reprint a statement that was previously created and saved. If this option is selected, you must search for and select the desired Customer and Statement.

Then make the following selections:

Reporting Options - Invoice Only

Printing Option

Message

Sort Order

Print Cover Page

Description

Printing an Existing Statement reprints statements for all business units. The Business Unit link is disabled.

If statements are routinely printed by business unit generating a new statement batch generally produces better results than reprinting an existing batch.

Delete Statement Batch

The drop-down list includes only statement batches created up to one year in the past, displayed from the most recent to the oldest.

Select the desired batch to be deleted and click Delete.

When a statement batch is deleted, all of the detail on the statement included in that batch prints again.

Example

An example of a statement batch that should be deleted is a mid-month statement printed for a customer, if you want to send the customer a statement at month end that includes the activity for the entire month.

Activity as of

These options are applicable only when the Report Process option is New Statement Batch.

Option	What is this?
From List	Use this option to select a pre-defined end date from the list. The default option is Current Date.
Select End Date	Use this option to type in a specific end date not covered by the choices in the From List option.

Customer

When the Report Process is New Statement Batch, select to run customer statements for one or all customers.

Statement Group

When the Report Process is New Statement Batch, select to run customer statements for one or all Statement Groups. This option is disabled when a specific customer is selected.

Customers are assigned to a Statement Print Group in the Options section of Customer Setup.

Business Unit

Click the link to open the Business Unit Selections form and make your selections.

Representative

Select to include only the receivable activity for one or all representatives.

Executive

Select to include only the receivable activity for one or all executives.

Reporting Options

Specifies whether certain types of invoices should be included on the statements or not. Check or uncheck the boxes that apply. Not all options are available for all statement processes.

Options

What is this?

Include Zero Balance Statements

Checking this option prints statements where the receivable activity on the statement totals to a zero balance.

This option is only available when the Report Process is New Statement Batch. The option defaults as checked but can be changed.

Include Credit Balance Statements

Checking this option prints statements where the receivable activity on the statement totals a credit balance.

This option is only available when the Report Process is New Statement Batch. The option defaults as checked but can be changed.

Include Zero Balance Invoices

Checking this option prints activity for invoices differently based on the Receivable Reporting Option set in the Options section of Customer Setup.

Receivable Reporting Option

How does it work?

Open Invoice Detail

Checking the Include Zero Balance Invoices option means that invoices that reach a zero balance during the reporting period, are included on the statement.

Reporting Period:

One day greater than the last statement's end date, through the end date of the current statement.

Balance Brought Forward

The Include Zero Balance Invoices option does not pertain to customers on the Balance Brought Forward receivable reporting option.

This is because the statement starts with a beginning balance as of the end date of the previous statement, plus all activity through the end date of the current statement.

This option defaults as checked for the following Report Processes:

New Statement Batch
Existing Statement

This option can be unchecked, if desired.

Include Advanced Invoices

Checking this option prints activity for invoices differently based on the Receivable Reporting Option set in the Options section of Customer Setup.

Receivable Reporting Option

How does it work?

Open Invoice Detail

Checking this option prints invoices where the invoice effective date is within the number of days to bill in advance, which is set in the Accounting Options section of Agency Setup.

Balance Brought Forward

The Include Advanced Invoices option does not pertain to customers on the Balance Brought Forward receivable reporting option.

This is because advanced invoices are always included for Balance Brought Forward customers.

This option defaults as checked for the following Report Processes:

New Statement Batch
Existing Statement

This option can be unchecked, if desired.

Printing Option

Option

What is this?

Default Paper/Color/Logo Settings

The printing option defaults from the Customer Statement Default Settings at the Name , Address and Phone Numbers section, Invoice/Customer Statement - Agency Forms Customization subsection of Agency Setup.

For additional information, see these sections of the Agency Setup topic.

Plain Paper/Grayscale/No Logo

Select this option to print statements on plain paper, without color or a logo.

The size of the logo image file affects the time to print or preview invoices, customer statements, and payment receipts. Vertafore suggests a file size of approximately 100 KB. If the logo image file size is larger, printing and viewing time will be noticeably longer.

Message

Type in a message to be printed on all statements in the batch. Examples might be, "Happy Holidays" or "Contact your Customer Service Agent with any questions."

Sort Options

Select a sort option for output. Choices include:

The business unit selections in this list are based on available combinations in the Business Unit Selections form.

Customer
Division
Division/Branch
Division/Branch/Department
Division/Branch/Department/Group
Division/Department
Division/Department/Group
Executive
Representative
Zip/Postal Code

Print a Cover Page

Allows you to include a cover page listing the selected options included in the report. This option defaults as unchecked.

Description

Accept the default description, or enter a new one that describes the report you are requesting.

Report Fields

AMS360 Customer Statements print in portrait mode on 8 1/2" x 11" paper. The data is arranged on the page in a series of blocks or groups of information, as described below.

In the Options section of Customer Setup, the Print Statement check box defaults as checked. This controls whether or not a customer statement prints for a customer when printing statements in "batch" mode.

Report Selections

What is this?

Agency Name & Address

See Agency Setup for information on selecting the format for displaying the agency name, address and phone numbers. Dependent upon how your agency is setup, consult the following sections.

Name Address & Phone Numbers
Forms Name/Address/Phone Numbers
Accounting Options/Business Unit Setup

Customer Name and Address

Customer address information positioned for visibility in a window envelope when the top portion of the statement is detached for mailing.

AMS360 reserves two lines for printing the customer name, to accommodate long names. If the customer name prints on one line, then the second line is blank.

Customer

Name of the customer and the system-assigned customer account number print in this field.

Date

Displays the Activity as of date chosen on the Report - Customer Statements selection form.

Customer Service

The executive and representative assigned to the customer print, if the Customer Service Option, Invoices and Customer Statements options below are checked in Agency Setup:

Print Account Exec's NamePrint Account Rep's Name

If the boxes are unchecked, the agency phone number prints in this field.

For more information on these options, consult Agency Setup and drill down into the sections/group listed below:

Name, Address and Phone Numbers

Invoice/Customer Statement - Agency Forms Customization

Customer Service Option, Invoices and Customer Statements

Page

The number of the page included in the statement, expressed as 1 of 1, 1 of 2, etc.

Payment Information

What is this?

Statement Total

Amount due for the entire statement.

Payment Amount

Displays a blank field to allow the customer to enter the amount of their payment.

Payment For

If the statement is for activity on a single policy, the policy number prints in this field.

If for multiple policies, the field is blank allowing the customer to enter the policy number(s) covered by their payment, if desired.

Statement Details

Field/Column	What is this?
Customer	Prints the customer name. This is helpful to the customer after the top portion of the statement is detached and mailed with the payment.
Invoice	Invoice number assigned to the transaction.
Transaction Date	General ledger transaction date.
Description	The description block includes the policy number, effective & expiration dates, the writing company name, transaction effective date, transaction line of business and type and any pertinent invoice Bill To information. The appearance of this description is affected by the choice made in the Premium and Non-Premium Grouping option in Agency Setup. For more information on this option, drill down into the sections listed below. Name, Address & Phone Numbers Invoice/Customer Statement - Agency Forms Customization Customer Default Settings Information concerning receipts, checks issued and journal entries also appears in this column.
Amount	The line item transaction amount.
Disclaimer	Disclaimer text appears if it has been setup. See Text Setup.
Sub-Total	This column displays the sub-total of each invoice on the statement taking into account all pertinent activity on the invoice.
Statement Total	Grand total of the statement. This total only prints on the last page of the statement.

Footer Information

Group/Field

What is this?

Aging Categories

The Statement Total is divided by age.

The aging categories are setup in Agency Setup > Accounting Options.

Agency Address & Phone Number

If you want to repeat the agency name, address and phone number in the footer information, markthe Print Address on Footer check box in Agency Setup.

This allows the customer to identify the source of the invoice once the top portion is detached to return with their payment. If this option is unchecked the field is blank.

For more information on this option drill down into the sections of Agency Setup as listed below.

Name, Address and Phone Numbers

Invoice/Customer Statement - Agency Form Customization

Customer Statement Default Settings

Date

The date the statement was created.