As I’ve assumed more of the collections duties at my company, I’ve found a number of shortcuts that may be of use to others who receive requests for invoice copies or statements.
- Ordinarily, statements can be run at any time – the task is located under the Period End menu in the Task Manager in MAS:
However, you can also run individualized statements (and AR aging reports, if those make more sense to your customers) directly from the Customer Maintenance Invoice screen:
- If you have a group of customers that request a statement be sent to them on a specific date, say the 15th of the month, you can create a statement cycle and then run that particular cycle at any time to print only those statements:
- Some customers that have a large number of invoices may wish to have them listed in an Excel spreadsheet for more easy manipulation. The best way I’ve found to accomplish this directly from MAS is to export their AR aging report and clean it up a bit before forwarding it to them:
- Finally, to print only the open invoices for a given customer, utilize the Invoice History Printing function in the Accounts Receivable Reports menu, and make sure the “Unpaid Invoice Only” checkbox is selected:
The only shortcoming of MAS in this regarding is the inability to print an “amount-due invoice” that reflects payment(s) already received. However, I have written just such a form, and CS3 Technology has someone on their staff that would be more than happy to write one for you – you just have to ask them to modify your existing invoice form, or create a new form based upon your current one - and make sure you tell them I sent you!
Hopefully you will find something here that will make your collections tasks a little easier for you!