Printing Accounts Receivable Reports

Building a Name File for Form Letters

Note: You can build a list of customers to whom to send mail. This list is independent of the list of names you can save when printing the A/R Trial Balance Report. You can then use this list to print past due letters to customers. For instructions, see Printing Past Due Letters.

1. From the Master Menu, double-click . The Reports Menu opens.

2. From the Reports Menu, double-click . The text-based (OR) Accounts Receivable Reports screen opens.

3. In the (OR) Accounts Receivable Reports screen, select the [N] Build Names action code.

4. In the Saved File Name field, enter a file name for the form letter. If you do not fill the entire field, press Tab to continue.

5. Set limits to define which customers to include. Enter the beginning range you want to include in the first field, and enter the ending range in the corresponding To field. When limiting to a single value, you can enter the value in the From field, and leave the To field blank. For example, to limit to customers who are assigned to salesperson 1001, enter 1001 in the Salesman field and leave the To field blank.

   • Use the Name and corresponding To fields to limit by customer name. Customer names are set in the Name field in the Customer Master tab.

   • Use the Number and corresponding To fields to limit by customer account number. Account numbers are set in the Customer Master tab.

   • Use the Status and corresponding To fields to limit by customer status codes. A customer's status code can be set in two places: In the Status O/E box in the Customer Master tab, and in the Status OE box in the Customer Order Entry tab. The status code in the Order Entry tab can be different for each location.

   • Use the Salesman and corresponding To fields to limit by a range of salesperson numbers. The salesperson assigned to each customer is specified in the Customer Master tab.

   • Use the Zip and corresponding To fields to limit by a range of zip codes. These fields accept both numbers and letters, so you can include Canadian zip codes. Customers' zip codes are set in the Zip # field in the Customer Master tab.

   • Use the Remote ID and corresponding To fields to limit by specifying remote IDs for customers with remote order entry terminals. These IDs are set in the Remote ID box in the Customer Order Entry tab.

When you finish setting limits, press Enter.

6. Enter the logical name of the printer to use in the Printer field. Although no report prints, the printer is used to build the file. To use a batch to create the file instead of a printer, type B:.

7. Press Enter in the Copies field to skip it.

8. The file builds, including the customers you specified. Only one record is created for accounts with multiple departments.

See also:

In the Customer Master Tab

In the Customer Order Entry Tab