How To Generate And Print Remittance Statements
This document describes the process of generating
and printing Client Remittance Statements/ Invoices
and checks. To generate a Client Remittance, you must enter the
Month End menu, which is accessed by clicking the
button called " Month End" on the left-hand side of
your Main Menu screen. An alternate menu path is
" Print\ Monthly Reports\ Generate Statements".
All remittances, meaning Clients with a remittance schedule
of Monthly or Clients with multiple statement cycles per
month are all generated in the same menu option: Generate
Statements. After you have cut off posting for the current
collection period, enter the Generate Statements menu option
by one of the above-noted navigational paths and follow these steps:
1. Click the Month End button on your Main Menu and then click
Generate Statements. For example, a full monthend run is being
described in the steps below.
Clients With Billing Period
Select the drop-down pick list and choose All so that all
Clients are included.
Date Range
Select the From/To date range of the collection month
that you want to run Statements for, i.e. From
06/01/2015 to 06/30/2015.
Client #
If you want to include all Clients, leave both the From
and To Fields blank. If you want to run a single
statement by itself, then you may enter one client
number in both the From and To fields. You can also
elect to run a sub-section of Clients by selecting a
client number range of consecutive numbers, i.e. From
100 To 155, would only run remittances for Client #s 100
through 155 inclusive.
2. Click OK in the lower right corner to initiate the generation
of your Statement/Invoices and Checks. If any Statements already
exist for any Client in the current billing period, you will be
asked if you want to delete them. It is not advisable to retain
multiple copies of Statements run on the same billing period
because it becomes confusing which one was test and which one
you sent out to your Client. If there is no reason for there
to be a multiple, then accept the default Yes to delete any
duplicates encountered.
Do NOT allow your remittance date range to
have overlapping periods. Collect! relies
on your keeping each run separate so that
payments already remitted to your Client
do not become duplicated. If you overlap
your billing periods, i.e. run 1st to 15Th,
then run again then 1st to 31st, you will
be duplicating what was already remitted for
the 1st to the 15th.
The correct way to handle multi-cycled clients is to run their
cycles separate and apart from the Monthly clients. In the
Client only for their two separate periods being the 1st to the
15th, then again on the date range of the 16th to the 30th or
31st. The key to the integrity of the process is to run this
Client BEFORE you run your full month remittances.
3. Statements/Invoices/Checks will always be dated for the
1st day of the following month. Example, All June 2015
statements and checks will have the date 07/01/2015. From the
Month End Menu choose either ' Print Checks' or ' Print Statements'.
By default, the system inserts a From and To date range for
your statements/invoices. If the current date you are running
statements is anywhere between the 1st and the 14th of the month
following the last collection month, then Collect! will auto-fill
your date range with the previous month. Example: if you are
running statements on 06/10/2015, the system will automatically
presume your statement date range should be 05/01/2015 through
to 05/31/2015. If you are running statements anytime after
the 15th of the current month, it will auto-fill the date range
with the current month.
You always have the option of overriding the auto-filled dates and
inputting what dates you wish to use.
4. Print the Receivables Summary report from the same menu.
This report is your Aged Client Balance Forward report, showing
your a comprehensive Client List with all the current, plus
over 30/60/90 Receivables your company presently has outstanding
as of the closing of the current collection month.
5. Print the Payable Summary report from the same menu.
This report is the equivalent of a Check Register. It
shows you how much was written out in Checks to each Client
in the current collection period you ran statements for.
Arbitrary Time Periods
You can also run statements for arbitrary/ad hoc time periods
for those Clients who have atypical remittance schedules. The
key to accurately managing your accounting is to ensure you have
date connectivity for this Client, i.e. 1st to the 7th, 8th to the
14th, 15th to the 21st, etc without overlap or missed days in
between.
Collect! will always date your Statements/Checks for the next
calendar date after the "To" date you selected in your remittance
date range. Example, 15th of the month statements are dated
for the 16th of the month.
Printing Statements
You can print statements in a batch or individually. Several
methods are given below.
You must generate statements before you can print them.
To Print The Latest Statements In Batch From The Month End Menu
To print all statements/and invoices for the last statement run period:
- Open the Month End menu from either the Main Menu or via
the menu path "Print\ Monthly Reports".
- Click Print Statements. The system knows which are
the most current remittances and can automatically print
the correct Net/Gross/Combined format of statement for
each Client who has a statement in the most current period.
- Clients With Billing Period: This should match what you had
when you ran the statements.
- Date Range: Accept or input the date range From / To
which matches the statements you want to print. Remember that
they will be dated for the day AFTER your billing period To date.
Example, 1st to 31st statements will be dated for the 1st of the
next month.
- Client #: Accept the default Client number range or leave blank
for all Clients. Alternatively, if you wanted to print an individual
Client Statement from the most recent batch of statements, you'd
enter the single Client Number in both the From and To Fields.
- OK: Click to initiate the print job.
- Click Letters in answer to the standard print popup message.
- Select the printer from the pick list of choices that you
have configured to your PC, then click the Print button in
the lower right corner of the Statements Print popup.
Reprint An Individual Statement From The Client Invoice Tab
- Click "Browse\Clients" then select the Client of interest.
Click into the Invoices Tab.
- Select the specific Statement which you want to reprint
from the Invoice history stored in this tab. Once the
Invoice window has popped up, click the Print button in
the lower right hand corner of the screen. This will
navigate you into your Print menu.
- If your Client is a Net remittance type Client, select
the document from your Print menu list called "Statement".
If your Client is a Gross remittance type Client, select
the document from your Print menu called "GStatement".
If your Client is a Combined remittance type Client,
select the document from your Print menu called "Combined".
- Follow the Print popup prompts to output your report
to the printer of your choice.
- Print the statements.
Printing Checks
Before you are ready to print your checks, you need to make
sure you have entered your Banking details into the generic
versions which ship with Collect!. This is a one-time setup
that you will not have to repeat unless you change your
company banking information at any point in the future.
Editing the checks is a simple process. Comtech has given
you clear indicators of what you are to input where. The
sample output will create a legal tender instrument complete
with the MICR Codes.
Input Your Banking Info Onto Your Checks
To customize your Checks so that they print with all of your
company's pertinent information in the correct places, you
need to add a few simple pieces of information into the special
variables created to reproduce the details on your checks.
- Click the menu drop-down "Print\ Customize Printing\ Edit
Report Template".
- This will take you into the Print menu in the Edit mode so
that you will be able to open the report and modify it. Highlight
the document called "Check" and press your Enter key. The report
will open up on your screen.
- Click anywhere in the body to enter this area in Edit mode.
- The following are the spots in the upper portion of the
report where the variables are being declared and defined:
@varRoute = "123456789" (Enter your Bank Routing Number between the
quotes)
@varAccnt = "123456789258" (Enter your Bank Account Number between the
quotes)
@varBank = "Your Banks Name" (Enter your Bank Name between the quotes)
@varBnkAdd = "Bank Address Line 1" (Enter the street address of
your Bank between the quotes)
@varBnkAdd2 = "Bank Address Line 2" (Enter the City, State and Zip of
your Bank Address between the quotes)
- Important notes about modifying your Check documents:
- DO remember to set these Fields up in all Check documents
that you intend to use. If you have only Net Clients, you
only need to input the information into the Check document. If
you have Net and Gross Clients, you need to input the
information Into both the Check and GCheck documents. If
you have Clients with all three remittance types, then you need
to input the information into all three check types that ship
with Collect!, and you will add the details into all of Check,
GCheck and CCheck.
- Do NOT remove the quotation mark around the data strings once
you have entered your information - they belong there as part of the
report syntax.
- Take care NOT to insert any blank lines in the report code
- When your entry is complete on each document that
you enter your information, click OK in the lower right corner,
or press F8 to close and save your changes.
To Print The Latest Checks In Batch From The Month End Menu
- Open the Month End menu.
- Click Print Checks. The system knows which are the most
current Checks and can automatically print the correct
Net/Gross/Combined format of Check for each Client who
has a remittance due them for the collection period you
have run statements in the most current period.
- Clients with Billing Period: This should match what
you had when you ran the statements.
- Date Range: Accept or input the date range
From / To which matches the statements you ran as the Checks will
match the same creation date. Remember that they will be dated
for the day AFTER your billing period To date. Example, 1st to
30th/31st statements will create checks that are dated for the
1st of the next month.
- Client #: Accept the default Client number range
or leave blank for all Clients. Alternatively, if you wanted to
print an individual Client Check from the most recent batch of
statements, you'd enter the single Client number in both the
From and To Fields.
- OK: Click to initiate the print job.
- Click Letters in answer to the standard print
popup message.
- Select the Printer from the pick list of choices
that you have configured to your PC, then click the Print
button in the lower right corner of the Checks Print popup.
The naming convention of the Checks in your report menu follows
the format used to name the Statements:
- If your Client is a Net remittance type
Client, the document is called CHECK
- If your Client is a Gross remittance type
Client, the document is called GCHECK
- If your Client is a Combined remittance type
Client, the document is called CCHECK
If you use your own custom checks that are
pre-printed forms which you purchase, contact
us in Technical Services to discuss how we can
customize your checks to print out on your
preferred forms.
See Also
- Client Topics
- Month End Process
- Troubleshooting Month End
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