When using the Accounts Receivable system, you will need to generate statements so you can let those who have accounts with your organization know what they owe, and when it needs to be paid by. Shepherds Staff can help you produce a document that will accomplish this task, called an AR Statement. This statement will include a listing of items purchased from your organization, what has been paid so far towards the purchase of these items, and the balance left on the account, with a stub to return for the person receiving the statement to include along with their payment for record-keeping purposes.
- To produce an AR Statement, open the finance module, and click on the "Receivables" tab. and make sure you are in the "AR Accounts" section.
- Click on the account you want to produce an AR Statement for, so it is highlighted in blue.
- Click the "Statement" button at the bottom of the grid.
- In the window that appears, first, you can create a custom message to include along with the statement. In the "AR statement message" box, you can click the drop list to select any messages you have wrote previously, or if you do not need to include a custom message, leave it set to "(no message)
- If you have selected a custom message and you want to make changes to it, clicking the button that looks like a pencil will open up the window for you to edit the custom message.
- Clicking the + button will let you create a new custom message. A window will appear where you can name the custom message (the name that will appear in the "AR statement message" field) in the "Message name" field, and then the message itself in the "Message (up to 3000 characters)" field. When finished writing your custom message, click the "Save" button.
- If you want to delete a custom message you have created, select the message you want to delete in the "AR statement message" field and then click the button that looks like a trash can.
- Checking the "Use your school name in the header" checkbox will pull the name of your school from the "School name" field from the School tab of the "Program Settings" menu, instead of using your church's information. This will also display the School address, School city, state, postal code, School phone, and School email in place of your church's information when checking this box.
- Checking the "Include the school tax ID in the header" checkbox will pull what is filled in to the "School EIN / Federal Tax ID" field from the School tab of the "Program settings" menu and have that information appear in a tax ID field on your statements.