A/P-A/R accounting >  Open items >  Statement creation  

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This function is used to:

  • Group the open items related to the operations saved for a BP (invoices, credit memos, etc.) on a statement. It is possible to create these statements manually or automatically by using selection criteria.
  • To modify an existing statement (before validation)
  • To validate or delete a statement.

The statements can lead to the creation of an accounting document.

Only the operations for which the "statement" field is set to "yes" in their open items are taken into account (these can be viewed using the "Open item " button in the Purchasing, Sales or AP/AR accounting by means of the contextual menu "Open items" in the Financials module). To initialize this field by default, see pre-requisites.

The management of statements is a mandatory stage in the management of open items with automatic payment proposals; only the open items on a statement (if specified as such) are processed. On the other hand, the entry of a payment, managed case by case, makes it possible to bypass this stage.

An open item can only be displayed on a statement if its payment method is attached to a statement code.
The automatic generation only groups open items in one statement when the payment methods contain the same statement code. This code is free (any character may be entered).

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

The statement management is carried out on a single screen. It is with this single function that it is possible to:

    create a statement or generate several statements automatically

    delete a statement

    post a statement.

Tab Entry creation screen

Presentation

Manual entry of a new statement

When a statement must be created for several known open items, it is possible to create a statement manually.

In that case, it is necessary to enter the following fields:

    The business partner concerned

    The company for which the open item has been recorded

    The site (if the statement is single-site. A site is always displayed by default. It is necessary to delete it when processing multi-site statements).

    The control account (identical to the site)

    The currency

    The statement date and the open item date (they belong to the statement but they are not restrictive when it comes to open items that will be accepted on the statement).

    The payment method (this is the payment method of the statement. This payment method can be modified and does not limit the open items accepted on this statement to a single payment method). A statement code is initialized based on the payment method.

    The lines are used to specify the open items for this statement. Once the document type and the document number are selected (a contextual selection method facilitates the search for these documents), the information relative to the open item is automatically displayed. 

Specificity: Statement to be carried forward / Open item carry-forward

When the amount of a credit note is larger than that of the invoices passed for a BP (creditor statement), or the statement amount is less than a specified minimum amount, the statement generated can be carried forward.

In automatic statement generation, this type of statement is necessarily flagged as "statement to be carried forward". In manual entry, the choice is given to the user. Warning, it is important to note that a creditor statement cannot be printed.

At the time of creation of a statement for a combination of "BP, currency, company, control account" that has already been the subject of a non-closed creditor statement, the previous statement is automatically carried forward.

If the previous statement has been posted, a line of this statement is used up to the balance level and a description is assigned.

If the previous statement has not been posted, only the description is used.

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Fields

The following fields are present on this tab :

Selection

  • Statement (field SOINUM)

An open item statement features a set of open items having common characteristics:

  • BP (Business Partners)
  • Company
  • Currency
  • Site if multi-site statements are prohibited
  • Collective account if multi-collective account statements are prohibited.
    Only open items having their statement characteristic set to "To do" and a payment mode associated with a statement code can be mentioned on a statement.
    This tag 'To do" can be modified on open item management.

Customer or supplier of the open items to be integrated to the statement.
Based on the value of a company-level parameter, it is the bill-to customer/billing supplier or the pay-by customer/paid supplier.

Block number 2

  • Posted (field FLGPST)

 
  • BP type (field TYPBPR)

 

 
  • Number (field NUMSOI)

 

Block number 3

Company of the open items to be integrated to the statement.
By default the user's company.

Site of the open items to be integrated to the statement.
By default the user's site.
Entry of a site is compulsory if the statements are posted or if multi-site statements are prohibited.
  • Control (field SAC)

Collective account of the open items to be integrated in the statement.
The BP collective account is entered by default.
It is mandatory to enter a collective account if the statements are posted or if multi-collectifve accounts are prohibited.
The collective account must be compatible with the BP. Combining these two values makes it possible to specify if the statement is of type 'supplier' or 'customer'.

SEEINFO This is an important concept to understand the balance of the statement and know if it needs to be carried forward or not.

The initialization of the code for the Control field depends on whether or not the BP/Company tab is present in the BP record (GESBPR).

No BP/Company  tab on the BP record.

When the customer or supplier code is specified, the Control account defined on the Financial tab on the first line of the accounting code is used.

P BP/Company tab present on the BP record.

For a document, the site and the customer or supplier code are the first information entered. The BP record is searched on the BP/Company tab to see if an exception line has been created for the entry site company and, if required, finds the customer or supplier accounting code.

The account of the first line of the accounting code is then used. When the exception line is absent for the entry site company, the Financial tab of the BP record is referenced to identify its code.
  • Account (field SACACC)

 

Currency of the open items to be integrated to the statement.
By default it is the currency of the BP entered.

Block number 4

  • Statement date (field SOIDAT)

Date of the statement.
In the event of the statement being posted, it will be the accounting date of the statement journal.
  • Due date (field DUDDAT)

Due date of the statement.

Payment mode of the statement.
  • Statement code (field SOICOD)

 

Grid Invoice detail

  • No. (field NUMLIG)

 

The open item to be selected must present the following characteristics:

  • Journal validated
  • Information 'Statement' set to 'To do'
  • BP corresponding to that of the statement based on the value of a folder-level parameter. It is the bill-to/billing BP or the pay-by/paid BP.
  • Collective account corresponding to that of the statement (in the event of a single-collective account statement)
  • Site corresponding to that of the statement (in the event of a single-site statement)
  • Company corresponding to that of the statement
  • Currency corresponding to that of the statement
  • Payment mode associated with a statement code
  • Entry (field NUM)

 
  • Date (field ACCDAT)

 
  • Due date (field LIGDUDDAT)

 

 
  • Amount (field LIGAMT)

 
  • Paid (field LIGPAY)

 

Miscellaneous

  • Carryforward (field TEX1)

 
  • Carryforward origin (field TEX2)

 

Totals

  • Total (field RMT)

 
  • Paid (field RMTREG)

 

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Action icon

Accounting Document

This right-click option is used to tunnel access the accounting entry management function.

Customer BP Invoices

This right-click option is used to tunnel access the customer BP invoice management function.

Sales Invoice

This right-click option is used to tunnel access the sales invoices management function.

Supplier Invoices

This right-click option is used to tunnel access the supplier BP invoice management function.

Purchase Invoice

This right-click option is used to tunnel access the purchase invoice management function.

 

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Reports

By default, the following reports are associated with this function :

  RELFAC : Open item statement

  LISREL : Customer statement

This can be changed using a different setup.

Menu Bar

Generate (a) statement(s)

This button is used to access the selection window that, by means of the selection criteria, allows the processing of a group of open items to be placed in a statement, and the definition of the general validity conditions of these statements that will be sent to the BP(s).

These criteria are amongst others:

    Type of customer or supplier BP: this button should be positioned to know the range.

    BP: it is possible to select a business partner or to leave the field blank. In the latter case, if the type chosen is customer, all the customers with a normal statement periodicity corresponding to that indicated in the ‘Statement type’ field will be taken into account.

    Statement type: this field can be used as a selection criterion as specified above, but only for the BPs that are of type customer. It is not possible to enter this choice when the selection is based on a range of BPs.  It is also possible to use the ‘On request’ value if a customer is entered that is not subject to regular statements.

Other restrictive criteria can be added to the open item, such as: Company, Site, Control account, Currency, Open item due date...

At selection level, it is also possible to define the statement characteristics that will be generated by specifying:

 if it is necessary to generate as many statements as there are existing open item due dates or to group them in a statement with a set up date (by assigning the "Statement open item" field);

 if the open item due dates and the payment methods for the open items must be forced to the statement values ("INC").

The "OK" button makes it possible to run the processing and to generate the statements that correspond to the selection criteria.

If a log file has been requested, the list of statements generated is displayed. This list can be printed.
If no log file has been requested, a message appears for each statement generated.

The first statement is displayed and can be updated before confirmation and printing.

For a given statement that contains several open item lines, this button makes it possible to force the open item due dates and the payment methods to the values entered in the statement header.

A confirmation window appears before the operation is carried out.

The Validation button can only be accessed if statements are posted, in other words if the parameter SOICPT - Statement posting (TRS chapter, SOI group) is set to 'Yes'. The validation is used to "stop" the statement on its last stage. It can no longer be modified. An entry is posted and closes the open items to a single open item for the BP.

When the open item is included in the statement and the statement has been posted, entry lines are matched in lower case on the generated statement entry with the lines of the open items allocated to the statement. The open item allocated to the statement is closed. The statement open item is then open and can be settled. Once the payment of the statement has been generated and posted, all entries of the open items allocated to the statement, entries of the statement and entries of the payment are matched together (total matching if the statement has been paid in full).

The number of the generated document is shown in a window in the statement entry screen.

Menu Bar

Zoom/Accounting Document

If the SOICPT - Statement posting parameter is set to Yes, this zoom gives the user direct access from the statement to the accounting entry.

Option/Entry traceability

This option gives access, via a tunnel, to the Journal traceability inquiry function that makes it possible to view and browse the hierarchy of the entries originating the document or coming from it.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

No statement posting

There is no statement posting for the company of the statement shown on the screen.

BP incompatible with the collective account

The control account entered is not authorized for the business partner previously entered.

Entry does not exist

The created entry does not exist.

No statement generated

No selection performed by the automatic selection: modify the generation parameters and restart.

No open items to submit

There are no open items corresponding to the criteria defined in the statement header for the document entered. Modify these criteria.

Open item already entered on line xx

The selected open item has already been entered on line xx in the grid.

No line: validation impossible

No open item has been included in the statement.

Payment method modified on line xx

The payment method of the open item has been modified by another user.

No statement to be created for line xx

The "Statement to be made" information has been changed to No by another user.

Line xx statement xx

The open item has been included in a statement by another user.

BP modified on line xx

The business partner of the open item has been modified by another user.

This is not a customer

The BP entered does not match the BP type entered previously.

This is not a standard customer

The customer type entered is not "standard".

This is not a supplier

The BP entered does not match the BP type entered previously.

This is not a standard supplier

The supplier type entered is not "standard".

This site belongs to company XX

The site entered is not part of the company previously entered.

Non-existent statement code

The statement code entered is not attached to any payment method.

Tables used

SEEREFERTTO Refer to documentation Implementation