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A statement is a document sent to a debtor to display the amount due. For example, to list invoices that have not been paid. This document can be produced in the Fees Ledger based upon the fees postings.
Introduction to Fees Statements
Set statements on clients
Select a statement template
Statement format:recent Items statement
Statement format: unmatched Items statement
Statement format:historical
Statement Aging
Printing statements
Template examples
A statement is a document sent to a client to display the debt amount due. For example, to list invoices that a client has not paid. This document can be produced in the Fees Ledger based upon the fees postings.
The format and layout of a statement is based upon a template system within the Fees Ledger. To begin using statements first select the statement template to be used. Click here for details of the standard Fees templates supplied.
Once the templates have been setup the statement document can be produced. By using the bulk statement screen statements can be produced for single or multiple clients. For example, to do a run of statements at the end of the month. Statements can also be produced from the Fees account display. Click here for further details.
A statement can be run in a number of way, it is recommended that Fees documents are produced in the format as either recent items or unmatched postings. By running a statement as recent items will show all postings made to the client within a specific time-scale. For example, to show all receipts and invoice postings for the last month. A statement can also be run for unmatched items. Practices may send an unmatched statement to clients to show the client a list of outstanding invoices to be paid.
To ensure clients can received a statement ensure that the 'send statement to client' option is enabled. Click here for further details.
For a client to receive a statement ensure that 'send statements' is ticked on client Fees Posting conditions screen. By default this is automatically selected on every new client created.
Click here for the help topic for enabling clients to receive statements.
This can be useful if you are producing a bulk run of statements and do not want to send a statement to specific client.
The format and layout of a statement is based upon a template system within the Fees Ledger. To begin using statements first select the statement template to be used.
Click here for a factsheet illustrating the standard Fees templates supplied.
Below are descriptions for these templates:
Standard Statement - this is the default statement template once installing Time & Fees. This can be used to produce statements for both recent items and unmatched statements.
No b/ f (Brought Forward) posting 1 & 2 - these templates are for use when producing statements using the unmatched items option. They treat items differently to the standard format. All items that are either partially or totally unmatched are displayed on the statement. The debit and credit columns show the original value of the postings. The outstanding column show the original value of the posting. The outstanding column shows the portion of the posting that is unmatched (Special unmatched without bf posting 2). The balance column shows a running balance of the account. these templates use A4 paper size with portrait orientation. This statement template is best when used with the unmatched items statement type on the options screen as you print the statements
No b/ f (Brought Forward) posting 3 - this template is for use when producing statements using the unmatched items option. They treat items differently to the standard format. All items that are either partially or totally unmatched are displayed on the statement. This statement is best used where invoices are partially outstanding. For each posting/invoice the table will show the amount of the posting any amounts that have been credited and the outstanding amount. This statement template is best when used with the unmatched items statement type on the options screen as you run the statements.
Increased right margin - this statement template is designed for use with headed paper/pre-printed stationary that has the company information in a column on the right of the page.
Statement Pegasus - this template is setup for use with standard 9.5 by 8 dot matrix tractor feed pegsus stationary. It is setup without any agent information (for example, accountants name and address) on the template but this can be added.
Sage A4 - this template is for use with SAGE standard A4 stationary with a tear off strip on the right hand side.
Standard A4 Landscape - this template is for use with standard stationary. It uses A4 size landscape layout with a tear off remittance area on the right.
Date ordered statement - this statement orders the report by date alone opposed to the Fees period first then by the date.
A recent items statement can be produced by selecting the recent items option from within Bulk statements.
A recent items statement is often used to show a client a list of all debtor postings (matched or unmatched) covering a user-specified timescale. For example, to show a list of all nvoices and receipts posted to a client for the last month.
The recent items statement will display postings made to a client on and before the statement date, as selected from the Bulk statements screen. Postings after this date will not be included. For example, if the statement date is October 30th postings in November will not be displayed on the statement.
The period covered section is used to set the length of time the statement will covered. For example, by selecting 30 days, the statement will include postings up to 30 days before the statement date.
If a postings lays outside of the selected time-scale but still has a debtor balance, a brought forward balancing posting is displayed.
An unmatched items statement can be produced by selecting the unmatched items statement from the within Bulk statements.
An unmatched statement displays postings on a client account that are unmatched. For example, to show list all outstanding invoices on a client account.
The unmatched items statement will display postings made on and before the statement date, as selected from the Bulk statements screen. Postings after this date will not be included. For example, if the statement date is October 30th postings in November will not be displayed on the statement.
Part-unmatched postings will be displayed as a brought forward balance. For example, an invoice for £1000 has been matched to a receipt for £800, leaving £200 unmatched. As the posting has been part-matched it will be displayed within the brought forward balance.
To exclude the brought forward balances from an unmatched items statement, select either a No b/ f (Brought Forward) posting 1, No b/ f (Brought Forward) posting 2 or No b/ f (Brought Forward) posting 1 & 2 from the Fees Document options screen.
A historical items statement can be produced by selecting the historical statement from the within the Bulk statements screen.
The historical statement can be used to display postings between a date range or period range. For example, to run an old statement from 1/10/2003 to 31/10/2003.
Recent items and unmatched items statements include a table at the bottom of the statement for aging a clients debt.
For example:
|
1 month |
2 months |
3 months |
Over 3 months |
|
30 |
50 |
0 |
50 |
The statement aging groups a clients debt into 4 aging columns. In the example above it is possibly to see that the client has debt of £30 that is under 1 month old, debt of £50 between 1 and 2 months old, and £50 of debt over 3 months old.
The length of time covered in the aging column can be changed when running bulk statements, from within the Age in section. In the example above, the aging is of 1 month intervals between each column.
The table below uses the same figures but at 2 month intervals.
|
2 month |
4 months |
6 months |
Over 6 months |
|
80 |
0 |
50 |
0 |
The age in columns are defined by 3 fields from within the age-in section of the bulk statement screen:
|
1st field |
Sets the aging for the first column. For example, enter 1 to display postings 1 month old. |
|
2nd field |
Sets the aging for the 2nd column. For example, by entering 2 into this field will display debt between 1 and 2 months old. |
|
3rd field |
Sets the aging for the 3rd and 4th column. For example, by entering 3 into this field will display debt between 2 and 3 months old into column 3 and debt over 3 months old into column 4. |
The aging section can be done by period, date or month. Click here for further details.
Aging can not work historically. For example, running the aged debt for a date 1 year ago will look at the postings and display the current unmatched value.
Once the templates have been setup the statement document can be produced. By using the bulk statement screen statements can be produced for single or multiple clients. For example, to do a run of statements at the end of the month.
To customise the bulk run options are available within the options, order, selection and additional tabs. Click here for further details.
Statements can also be produced from the Fees account display for a single client.
Fees documents are printed using the document processor. Click here for the help topic.
The statement printed from the Fees account display is a recent items statement that covers 1 month, therefore the items shown on the statement will start from the beginning of the previous month which potentially means that the statement may cover up to one month and 30 days. It does however select its ageing from Options | Documents | Statement Ageing
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