I am trying to set up customer statements in AR and can't find complete documentation on how to do this. I have read the applicable areas in the Receivables manual but it still does not work. I have the 'Statements?' checked in Company Profile but there are no options in the drop down for default print/fax/e-mail statements. Do I have to set those up and where do I do that? I see on page 7-8 of the manual that the specifications are created using the Statement/Letter Designer - where do I find this? If I go to Reports -> Statements/Letters I can't get anything to actual print or preview. I get either a no customers in range (using customer specification) or a list index out of bounds error. I assume this is due to not actually having any defaults or specifications set up but I can't find any documentation on how to actually do this.

Hi Sage,

In order to print statements, you must have one or more specifications in your data directory. Without any specs, you cannot print or preview statements. AR statement specs have file names starting with AR$ and an extension matching your data, and can be found in your data directory. If you don't have any spec files, this is your problem.

The Statement designer can be found under the Maintenance menu, and the choice Maintain Specifications.

Once at least one specification has been created, you can now print or preview statements. The title(s) of the spec(s) will appear in Specification drop-down lists.

Edit a customer and go to the Statements tab. In order to print a statement for this customer, the 'Statements?' checkbox must be selected, and at least one Send Method (Print, Fax and/or Email). For now in testing, make sure that the Print option is selected. You are not required to select a special spec file here.

When you open the Statements/Letters function, try starting with the simplest 'Use selected specification' option, and any spec in that drop-down. If you have the option to 'Select customers based on balance' enabled, ensure that the desired debit/zero/credit options are also chosen to match the customer's balance. Now when you print or preview statements, you should see something appear for this customer.
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In order to get statement specifications set up, you could edit one of the supplied sample statements - from the Specification Designer program, use File / Open Template and save to your company directory. If editing or creating a spec file is too daunting right now, you should have your Adagio consultant assist you.

Thank you, so I see that I have some AR$ files in the ALWIN directory and I have some AR# files in my data directory. What are the AR# files? Should those be AR$ or are they different?

AR# files were used with Accpac Plus.

David

If you previously used Accpac Plus, then AR# files are the statement spec files used there. You can use Adagio Receivables to convert these to a format usable by Adagio:

Open the Statement designer program.
From the File menu, choose Open.
In the Files of Type drop-down field, choose 'Dos spec AR#*.*'
You will see your DOS specs listed. Pick one and choose to Open.

The specification is then converted, and the original AR# file is left unchanged. It is not deleted. You can then save the converted specification.

Ok, thanks. I opened one of the sample statements, edited it and now have statements! Thanks so much for your help!

One other issue, when I select to print to PDF some of the information (date, customer #, page # in upper right hand corner) is coming up blank even though it is there in the preview. Any thoughts as to why that would be?

Widen the fields.

Hi Sage,

When you "print" to a PDF printer, it uses a Windows driver that renders the fonts. That rendering may be slightly different for each printer, including virtual ones like PDF printers.

As Steve suggests you may need to name the field larger in the form designer. You could also switch the affected fields to a fold like Ariel Narrow which takes less horizontal space.

You may also need to move the fields to the "front".