Security and
Setup
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The Webvantage Accounts Receivable Client Statements can be automatically emailed with an Adobe Acrobat® .PDF attachment or a .PDF file can be used to print a statement for Clients or Products. This application also provides the ability to select either the primary Client address or the primary Contact for the client's address and have it automatically included on the AR Statement.
In order to use this Webvantage feature, setup must be completed from within Advantage security. Standard Client/Division/Product security applies.
This application provides two processing options (Client and Product).
The Client screen offers the ability
to View statements in multiple
formats (.PDF, Excel spreadsheet, Text, Rich Text, and Tiff). A Statement
can be submitted and sent as a .PDF attachment to a Client Contact that
includes all open account receivables for that Client. The Submit
button located at the bottom of this screen must be used in order to process
and send full Client Statements.
The Product screen also offers
the ability to View statements,
in any of the formats. These are for a single Product so that only open
receivables relating to the Client Product selected is included on the
statement. A Product Statement can also be submitted and sent as a .PDF
attachment in an email. The Submit
button located at the bottom of the Product tab screen must be used in
order to process and send Product Statements.
Any Client or Product report can be viewed individually, without processing, by selecting the View button next to each account. Using the View button will not automatically Email a copy of the report or update the Printed Last or Emailed Last columns.
If there are no open invoices found for the Client or Product, the AR Statement will display any On Account information.
Located at the bottom of this screen is a pop up from which to choose what format the AR Statement is to be exported as. Choose a format from this list to save as, or open. The AR Statement can be printed from these exported files. In order to view either of these formats, Adobe Acrobat Reader (for .pdf files) or Microsoft Excel (for .xls files), must be installed.
The option for a Microsoft Excel (.xls) file is only applicable when using the View button. A .PDF file will always be generated when the Submit button is used.
Select Finance & Accounting on the Main Menu, then select Reports and then AR Statements.
If setup is not established in Advantage, the AR Statement selection window will display with Clients or Products listed.
If setup is established in Advantage, the AR Statement selection window will display with the client and product information defaulting in.
Select the Client or Product AR Statement (Dropdown) options for the following fields to determine the accounting and formatting options:
Location ID - Use the dropdown to select the location to determine the name, address and logo information. This will be displayed on the Client's statement. This information is configured in Advantage under the Maintenance | General Setup | Locations application.
Once a Location ID is selected and an AR Statement is viewed or submitted, the Location ID will automatically be saved per user.
Posting Period - Use the dropdown to select the posting period or use the up/down arrows on the keyboard to manually navigate to the desired posting period. This determines which invoices will display on the statement. Each outstanding invoice up to and including this posting period will be eligible to print on the statement.
Aging Date - Enter the aging date using the standard web date format of xx/xx/xxxx or select from the calendar widget. This date determines how the invoices will show in the aging section of the statement.
Reference (Report Format) - Use the dropdown to select the report format. Following are the report formats that may be used for AR Statements that determine what information is included. Reports are formatted to be sent using window envelopes. Reports are formatted to be sent using window envelopes.
001 Reference All Types - This report format includes media order numbers, and job numbers if applicable. For Media Orders, the description will display the type of Media order that the invoice was for, Newspaper, Magazine, Internet, Out of Home, Radio or TV. For Production, the description will display the Job Description. For manual invoices a description is also shown providing one had been entered when the invoice was created. An asterisk (*) will display next to any invoice amount which has been partially paid.
002 Reference Job - This report format displays the Invoice number and includes an associated Job number and Job description when applicable. An asterisk (*) will display next to any invoice amount which has been partially paid. Media orders will show descriptions and order numbers when using either the 001 or 003 formats.
003 Reference All Types with Payment History - This report uses the same format as "001 Reference All Types". For Media Orders, the description will display the type of Media order that the invoice was for, Newspaper, Magazine, Internet, Out of Home, Radio or TV. For Production, the description will display the Job Description. For manual invoices a description is also shown providing one had been entered when the invoice was created. For manual invoices a description is also shown providing one had been entered when the invoice was created. Manual invoices will not have a reference number associated with them. There is no asterisk in this format, instead it displays the payments that were made towards each invoice and a reference code of CR is shown.
004 Reference all Types Order Detail - This report format displays the orders reference number along with the description of the order and the vendor name that the order was placed with. An asterisk (*) will display next to any invoice amount which has been partially paid.
005 Reference Product - This report uses the same format as "001 Reference All Types", but substituting the Reference number with the Product code. An asterisk (*) will display next to any invoice amount which has been partially paid. This Report Format is only available when the AR Type is Client.
Print Statement Comment - Select to print the AR Statement comment in the Header or Footer of the report.
Age by Date - Select to calculate the Days to Pay by either Invoice Date or Due Date.
Send Options - Select to send All AR Statements, AR Statements that are over 30 days due (invoices between 30 day - 60 days) or AR Statements that are over 60 days due.
Exclude Reference and Description - Defaults to unchecked. When checked, both the Reference and Description columns will be excluded from the statements.
Include Invoice Comment - This option only becomes available when the "Exclude Reference and Description" option is checked. When this option is checked, invoice comments will be included on statements.
Each section can be collapsed / expanded by clicking within each section header.
Subject - Enter the information to appear as the subject of the email. The system will default to Your company name: AR Statements.
Body - Enter the information to display as the message the client receives in their email. The system will default to "Your current AR Statement is attached in PDF format."
CC - Enter the CC statement to appear along with the body message to let the Contact know that others have also received this statement. Each Client Contact will see the email addresses of the other Contacts associated with the account that this statement has been sent to.
Check to Add CC - Select this check box to include the CC message and email information about other Client contacts that received this statement.
Only the Contacts for the same Client will be included on the CC notification.
Use the Filter section to limit the AR Statements by Office and/or Account Executive.
Office - The Office selection displays all offices available and initially defaults to ‘All Offices’. To view Recipients for a specific office, select an Office from the list of offices in the Office selection box. To select multiple Offices, hold the CTRL key on the keyboard while clicking on each Office.
Account Executive - The Account Executive selection displays all Account Executives available and initially defaults to 'All Account Executives' To view Recipients for a specific Account Executives, select an Account Executive from the list of Account Executives in the selection box. To select multiple Account Executives, hold the CTRL key on the keyboard while clicking on each Account Executive.
Select the Recipients: Recipients displayed are based on the Office and Account Executive selected in the Filter section. Available Recipients are configured in the Advantage Maintenance | Accounting | AR Statement Setup screen.
To modify which Recipients, receive or the delivery method in which they receive the AR Statement, prior to Submitting modify the Email, Print, or On Account checkbox or the Address option dropdown.
Page Size - Use the Change page navigational arrows to view all records. Page size defaults to 250 and can be optionally set to 500, 750 or 1000.
View - Select this hyperlink to preview the statement which will be sent to this client. Unlike a Submit this action does not result in any automatic creation of emails. However, from the resulting file a printed copy can be created. View only will not update the Printed Last or Emailed Last fields seen on the main table of AR Statements.
Client and Contact - The client & contact names are entered automatically based on the setting established in Advantage. In order for any client to be included in the AR Statements list they must be added in Advantage Maintenance | Accounting | AR Statement Setup screen.
Email - This checkbox box will automatically default to on or off based on the setting established in Advantage Maintenance |Accounting | AR Statement Setup screen. Choosing this box will determine if a statement is delivered via email to the client contact, displayed in the list, in the form of a printable Adobe Acrobat™ PDF. De-select this option to prohibit email being sent to this client. This selection by itself will also provide a printable .PDF for the Agencies own records if .PDF is selected in the pop-up located beneath the Submit button. This setting may be modified each time the AR Statement is ran.
If an email address has not been established for the Contact in Advantage this box will not be able to be selected. Only those clients that have Email selected will have a copy of the AR Statement emailed as an attachment to them.
Print - This selection box will automatically default to on or off based on the setting established in Advantage Maintenance |Accounting | AR Statement Setup screen. Select this option to create an Adobe Acrobat™ .PDF which can be viewed or saved locally to provide a copy of a Client's statement for the Agency. A saved .PDF can be printed at any time. This setting may also be modified each time the AR Statements is ran.
Only those clients that have Print selected will be included in the .PDF produced for the Agencies files.
On Account - This checkbox box will automatically default to on or off based on the setting established in Advantage Maintenance |Accounting | AR Statement Setup screen. Select this option to display the on-account balance at the bottom of the statement for this client. De-select this option to prohibit display of the on Account balance. This may be modified each time the AR Statements is ran.
Address - This checkbox box will automatically default based on the address setting established in Advantage Maintenance |Accounting | AR Statement Setup screen. This may be modified each time the AR Statements is ran. Select the address to appear on this Client's statement. If Statement address is selected then the Statement address from the Client (or Product) screen will display on this statement. If Contact address is selected then the Contact address established in the Client (or Product) contact maintenance screen will be displayed on the Statement.
Printed Last - This column will record a time and date stamp displaying the last time that a particular statement was prepared and submitted for that client. This column is NOT affected by using the View button for a Client AR Statement.
Although this information is recorded in real time when a Submit is carried out a change may not be displayed immediately in some Internet Browsers without first causing a screen refresh to occur. This screen may be refreshed by simply clicking on the Client or Product tab at the top of the Finance window.
Emailed Last - Displays the time and date the last statement was emailed to the client. Like the Printed Last column this will display the last time that a particular statement was prepared and submitted for that client via email. This column is NOT affected by using the View button for a Client AR Statement.
This column also may not update dynamically and may require a refresh for the updated time and date to be displayed.
To select or deselect all recipients by e-mail or print - check / uncheck the checkbox in the column header. To update all Recipient rows to display the On Account amount, check/uncheck the checkbox in the column header.
Select the type of file to be generated. Options are PDF (default), Excel, Text and Rich Text.
Select the Submit button to automatically create
a .PDF file and send it as an Email attachment to the selected Client
(or Product) Recipients. If there are clients established on both the
Client tab and the Product tab, select Submit
on each screen if statements are desired for both the Client and specific
products.
When Submit is selected, all clients
with the Email option selected
will receive an email with a .PDF attachment containing only their own
statement information.
After
the Submit button is used, the Expense Report will be available for import
in Advantage.
In addition, a .PDF file will be created for all Clients that have the
Print option selected. A single
.PDF file is created containing the statement information for all Clients
having the Print option selected.
Paper copies may then be printed to the local network printer for traditional
mailing purposes.
Security and
Setup