Print Statements

Address Store

The store whose name and address appear on the printed/emailed statement header (the "from" address). Defaults to the current store. This is typically your head office or the store that sends out statements.

Transaction Store

The store from which transactions are pulled. Only transactions posted at this store are included on the statement. Defaults to the current store. Setting a Transaction Store clears the Trans. Store Group (they are mutually exclusive).

Trans. Store Group

Alternative to Transaction Store. Select a store group to include transactions from all stores in the group. Setting a group clears the Transaction Store. Useful for multi-location businesses that send consolidated statements.

Customer Store

Controls which customers receive statements based on their store assignment:

Type

Statement template to use for printing. Populated from report XML files tagged with specialUse="statement type". Multiple statement layouts may be available (e.g. summary, detailed, with aging). The template name is extracted from the report title.

Start Date

First day of the statement period. Auto-populated from the store's statement cycle (usually the first day of the current or previous statement period). Changing the Start Date auto-recalculates the End Date based on the store's statement period length.

End Date

Last day of the statement period. Auto-calculated from the Start Date.

Customer Type

Optional. Filter to customers of a specific account type (e.g. Retail, Wholesale).

Customer Group

Optional. Filter to customers in a specific group.

Customer

Optional. Select a specific customer. Required when using Preview Single Statement mode.

The "Select" radio group determines how statements are delivered:

All Statements

Prints statements for customers who do not have "Email Statements" enabled, and emails PDF statements to customers who do have it enabled. This is the default and most common choice for monthly statement runs.

Print

Prints statements only. Includes only customers who do not have "Email Statements" enabled in their Customer Master. Customers who prefer email are excluded.

Email

Emails PDF statements only. Includes only customers who do have "Email Statements" enabled. Email addresses are validated before processing — customers with invalid emails are reported in a warning dialog.

Preview Single Statement

Opens a single statement in the on-screen Report Viewer for review. Requires exactly one customer to be selected in the Customer field. Ignores the "Print Statements" flag — useful for reviewing any customer's statement before a batch run.

Generate mailing labels?

Checkbox. When checked, after printing statements the Mailing Labels dialog opens pre-loaded with the list of customers who received printed statements. Use this to print address labels for statement envelopes.

Browse

Opens a directory picker to set where emailed statement PDFs are saved before sending.

Directory

The directory where emailed statement PDFs are saved. The path is remembered between sessions. PDFs are organized into date-stamped subdirectories (YYYY-M-D format). If the date directory already exists (statements may have been previously staged), a warning is shown.

A customer receives a statement only if all of the following are true:

• The customer is active.
• The customer's Print Statements flag is enabled (except in Preview mode).
• The customer matches the Type, Group, and Customer filters (if set).
• The customer matches the Customer Store filter (Corporate and/or Store).
• The customer has either a non-zero opening balance or at least one transaction during the statement period.

Customers with zero balance and no activity during the period are automatically excluded — blank statements are never generated.

The opening balance on each statement is the sum of all customer_change amounts posted before the Start Date for the selected store(s). This represents the customer's outstanding balance at the beginning of the statement period. Transactions during the period are listed individually on the statement body.

When emailing statements:

1. A PDF is generated for each customer and saved to the Browse directory in a date-stamped subdirectory.
2. The PDF filename format is: CustomerNumber_YYYY-M-D.pdf
3. Customer email addresses are validated before processing. If any are invalid, a list of customers with bad addresses is shown and the process stops.
4. After all PDFs are generated, the Send Email dialog opens with the customer list, date range, and file paths pre-loaded for batch sending.

OK

Runs the statement generation. Validates all fields, selects customers, and processes according to the selected output mode. Shows a print dialog (for printing) or opens the Send Email dialog (for emailing).

Cancel

Closes the window without generating any statements.

The following are validated before processing:

• Address Store is required.
• Start Date is required.
• End Date is required and must be after Start Date.
• Start/End dates are checked against the store's statement period boundaries (warning if misaligned).
• At least one statement type template must be available.
• At least one customer must match the criteria and have activity.
• Preview mode requires exactly one customer selected.
• All email addresses are validated for customers receiving emailed statements.

Monthly statement run:

1. Open Print Statements. Dates auto-fill to the last complete statement period.
2. Verify the Address Store and Transaction Store are correct.
3. Select the Type (statement template).
4. Choose All Statements output mode to both print and email.
5. Check Generate mailing labels if you need envelope labels.
6. Click OK.
7. Printed statements go to the printer. Emailed statements are saved as PDFs and the Send Email dialog opens for dispatch.

Preview a single customer's statement:

1. Select Preview Single Statement.
2. Select the Customer.
3. Click OK. The statement opens in the Report Viewer for on-screen review.